6 RFP response email samples to steal and send

Every piece of communication during the RFP response process matters. Something that doesn’t get as much attention…the emails we write. Since an RFP response email will be sent to one of your potential clients, it should definitely be handled with care.

No matter what your role is during the RFP process, you likely partake in email communication with key contacts and decision-makers outside your organization at some point. You send repetitive emails for different scenarios—and half the time you don’t know whether you’re saying the right things when you land or lose a deal.

Normally we stand behind a less email approach around here at RFPIO, because we’re big fans of communication integrations we have within our platform. The reality is that writing emails is a core part of the RFP process—be it responding after receiving an RFP or sending an email for a proposal submission—regardless of how many integrations you have. Just like the RFP responses we work so hard to craft, the emails we send off should be just as concise and engaging.

To help you improve your communication in other parts of the RFP process, we’re showing you 6 request for proposal email samples that you are more than welcome to steal and send. Start saving time with prospects by copying and pasting—and, of course—making these emails your own.

“Take advantage of every opportunity to practice your communication skills so that when important occasions arise, you will have the gift, the style, the sharpness, the clarity, and the emotions to affect other people.” – Jim Rohn

Request for proposal email sample: Send after receiving RFP

Hi [first name] –

I am honored that [RFPIO] has been selected to respond for [Company]’s business through an RFP. We look forward to showing [Company] and the whole evaluation team why [RFPIO] would be a strategic solution to address the current and future challenges that [Company] is facing in their RFP process.

Based on the current status in the request, I will show how [RFPIO] will help to: create a more consistent process across international regions, save individuals time to focus on other initiatives, and provide insights into all RFP analytics across your organization.

I will follow up within the next week with any questions we have about the RFP.

Thanks again for the opportunity!
Konnor

ProTip: Provide three specific pain points you will solve to show you are the right partner.


Request for proposal email sample: Send to clarify RFP project

Hi [first name] –

It is apparent that [name(s)] spent a lot of time putting this request together. Thanks for sending us such an organized RFP outline…they aren’t always delivered this way!

At this time we are still reviewing, and the requirements are aligning well with [RFPIO]’s offerings. We have outlined a few comments and questions. We would like to schedule a one-hour review session with your team to cover everything.

Is your team available at [11:30 am PST] on [Friday] for this review session? Please confirm and I’ll send over a calendar invite.

Thanks and talk soon!
Konnor

ProTip: A positive tone is always key with clarification requests.


Request for proposal email sample: Use for proposal submission

Hi [first name] –

I trust you are well and busy as you receive and review multiple RFP responses. Attached, you will find the following files and folders to accompany the RFP response from [RFPIO]:

  • [Relevant File / Folder]
  • [Relevant File / Folder]
  • [Relevant File / Folder]
  • [Relevant File / Folder]

Our team would be honored to earn [Company]’s trust and business as a result of this RFP submission. The connection we have with [anecdotal personal point, story, business fact, mutual customers, relevant content identified in the sales process] makes the potential of our doing business together that much more exciting.

We look forward to the next steps to come as we continue this process together. I will be standing by for any follow-up questions from your review.

Thank you!
Konnor

ProTip: Bring in a personal touch to avoid a bland RFP submission.

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Request for proposal email sample: Send to follow-up on proposal submission

Follow-Up #1 – When you haven’t heard from the prospect, and the deadline has not passed.

Hi [first name] –

I trust this finds you well and in the throes of the RFP review. As we approach your review timeline of [August 1], I wanted to check in proactively on [RFPIO]’s submission.

Are there any follow-up questions or clarification points needed from [RFPIO]? I would be happy to hop on a quick call or share a sample of our work to clarify any other functional requirements you might have.

Speak to you soon,
Konnor

Follow-Up #2 – When you still haven’t heard from the prospect, and the deadline has passed.

Hi [first name] –

I’m reaching out to see if I can get an update on [RFPIO]’s recent RFP submission. We passed our deadline of [August 1], and I haven’t heard from anyone at [Company] yet.

Perhaps the project is hung up due to competing priorities, the project is taking a different direction, or another vendor has been decided? Whatever the case may be, any updates would be greatly appreciated.

Speak to you soon,
Konnor

ProTip: Keep your first follow-up message brief and polite. On the second follow-up, gently back away to see if that draws them in.


Request for proposal email sample: Send after winning proposal

Hi [first name]-

I was thrilled to learn that [RFPIO] moved forward in the selection process. I speak for the entire team when I say that we appreciate the opportunity to earn your business.

Per the outline of the RFP process, the next step is an onsite presentation for the last week of [August]. I am available [Mon-Wed] in the [afternoons]…do any of these times work for your team?

Very excited, thanks!
Konnor

ProTip: Show your enthusiasm and keep the momentum going to move the project forward.


Request for proposal email sample: Send after losing proposal

Hi [first name] –

Thank you for the update. I am surprised by this result as I remember specifically how well the demo went with your team, and the excellent fit between [Company] and [RFPIO].

I absolutely respect your decision, and I only ask for some additional feedback so I can understand how [RFPIO] can continue to improve. Let’s schedule a few minutes to chat, so I can better understand the specifics you were looking for. Any feedback I can glean in this scenario is very valuable.

Thank you very much,
Konnor

ProTip: Lose gracefully, but demonstrate complete confidence in your solution until the end. You never know…they may be back!

We know you’re busy, and now you have some request for proposal email samples to make your job a little easier. Depending on the situation, what you say in that email could be the final step in closing that deal.

Don’t dismiss the importance of your response to an RFP email and remember to take your time before you hit send.


Want to respond to 80% of an RFP in a few seconds?

RFPIO’s AI-enabled software makes it easy for proposal teams to consolidate knowledge, collaborate with team members, and create their best proposals. Schedule a demo to see how it works.


Konnor Martin

As the Regional Vice President of Sales at RFPIO, Konnor Martin helps organizations understand the value of RFP software, so they can improve and scale their response approach—and win more business. With more than eight years as an executive sales professional, Konnor is highly experienced in training and development, territory management, software sales leadership, international business, and developing industry best practices. Connect with Konnor on LinkedIn.

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