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A request for proposal is an invitation for vendors to submit their proposals for a product or a service. RFP’s allow clients to compare different vendors and gather information about each vendor’s approach and price before making an informed decision on a particular vendor. Therefore learning how to write an effective RFP response is a useful skill to develop. If you are writing a response to a RFP it is important to follow certain guidelines in order to have a better chance of being accepted.

First of all it is probably a good idea to read the RFP cover to cover. You need to have a clear idea on what the client requires. There would probably be sections in the RFP called Deliverables or something to that effect which would give an idea as to what exactly is required. In some instances the exact requirements of the client can be vague. In these circumstances it is important to dig deep and find out the precise requirements or the ‘requirements behind the requirements’.

When starting to write a response it is critical to use the proper format as indicated in the RFP. Failure to do so would probably cause your response to be dismissed even without consideration.

When writing the response try to use an approach such as AIDA (Attention, Interest, Desire, Action).  Start with something that grabs the reader’s attention. This could be something like a quote from someone famous/respected, or a story, or some statistic. Then build on interest by focusing on the client’s requirements. Always try to focus on the client rather than yourself. Then build desire by drawing a picture of the end result of your solution. Show your value proposition and try to give something extra that the client is not anticipating. And end with summarizing the action plan to get the project in motion.

Here are some more tips to writing a successful response;

  • Do not use jargon
  • Be as thorough as possible but have a executive summary to give a succinct view of your solution
  • Offer proof of your qualifications and have references
  • Give examples of similar projects you have done before


Good Luck!

Posted on Sunday, October 18, 2009 7:40 PM | Back to top

Comments on this post: How to write a good response to an RFP

# re: How to write a good response to an RFP
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Part of the process of writing a good RFP, is knowing how much a project should cost. Take a look at to know more about how to create custom quotes. They provide you with
Left by Marcel Smith on Aug 12, 2011 3:35 PM

# re: How to write a good response to an RFP
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The reason you write an RFP is to streamline the evaluation process when considering bids for goods or services you require for your meeting or event.
Left by Instant Tax Solutions Complaints on Dec 19, 2011 3:13 PM

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