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20
Apr

07 Tips for writing a winning RFP Response

Writing your first RFP response to win a new contract is a little intimidating. It is a big deal but have no fear. Writing an RFP response can be mastered with trial and error, and guidance. We’ve taken the liberty to start guiding you with 07 tips for writing a winning RFP response below.

Master these tips and you are on your way to winning your next contract.

Do Your Research

It is a prerequisite to understand the requirement of the organization that issued the RFP. Perform quality research on the organization, its industry, and your competition to understand the scope of the RFP and the best approach to providing a proposed solution.

Visit the organization’s website, attend bidder conferences, and put your ear to the ground to stay ahead of the contract decision makers and other organizations.

Read the Entire RFP

It’s self-explanatory. Save yourself the stress and read the RFP in full so that you don’t waste valuable time responding to something without full understanding. If you don’t have the necessary time and resources to read a lengthy document, leverage an RFP Parser to section and assign the information for you.

Start the Proposal as Early as Possible

Start writing the proposal as early as possible to avoid last-minute edits or delivery. Time management is essential to quality performance and a quality RFP response. The earlier you start writing – even if it is just creating the cover page – the more time you have for editing and review.

Keep Content Brief and Simple

Take your readers into consideration. RFP response readers must evaluate several documents before making the final decision. We are certain that they would appreciate your RFP response getting straight to the point. Keep it brief.

Use simple language and avoid unnecessary jargon or buzzwords so the proposal is easy to read. Your evaluation score will drop when your proposal is hard to read. Also, you don’t know everyone on the decision panel and too much jargon may confuse someone who is not an expert in an industry. When in doubt, use simple language.

Spotlight Key Differentiators

Tell the RFP issuer that your solutions are different from the competition. Better yet, show them in the RFP response. Be specific. Price is a good differentiator when your services or products are low cost, but even that should be supported with a clear solution. Key differentiators are especially strong when you charge at a premium.

Once you have clearly explained your differentiators, provide data and examples that support your claims.

Review, Review, Review

Also, self-explanatory. Review is so important for the RFP response. The easiest way to ruin your RFP response is to let small mistakes build up throughout the document because you did not review. Schedule your review period as soon as you get the RFP. Schedule as many times as needed with multiple reviewers. Ideally, the person who write the first draft should not be the only reviewer.

Use a Template

You want to present a quality document, right? Now that you understand 07 tips to writing a winning RFP response, use a template that allows you to repeat these guidelines. You will be able to maintain your standard and adjust for customer requirements.

Use something simple and professional when the RFP response format is not outlined in the RFP. If it is outlined, follow the requirements!

Zbizlink’s proposal management software automates the RFP response process with precision and AI-powered support for repeatable solutions. Request a demo.

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