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Brand storytelling in RFP responses

Brand storytelling in RFP responses

Templates & guides

What do Dr. Suess, Toni Morrison, and winning RFP responses have in common? They all tell their stories in surprisingly […]

Category: Templates & guides

Brand storytelling in RFP responses

Brand storytelling in RFP responses

Templates & guides

What do Dr. Suess, Toni Morrison, and winning RFP responses have in common? They all tell their stories in surprisingly similar ways. A great story follows an arc. It draws the reader in, moves the story forward in an emotionally engaging way, and provides a satisfying conclusion.

You might think that comparing RFP responses to great works of fiction is going a little too far, especially because a quality RFP response is proofed and fact-checked to ensure complete accuracy. But fiction, nonfiction, or business proposal, it doesn’t matter.

Why using brand storytelling delivers a better RFP response

A study by neuroscientist and tech entrepreneur Paul J. Zak, funded by the U.S. Department of Defense, found that regardless of the medium, storytelling that captures emotions signals oxytocin—the love hormone—in the brain.

But wait, you aren’t trying to make people fall in love with your company, are you? In a sense, yes. Odds are that your company is one of many that can meet a prospect’s needs. So, how do you make your proposal stand out? How do you make a customer want to do business with you?

You differentiate yourselves by appealing to the readers’ emotions in the hope that you’ll awash their brains in the love hormone. It’s important to note that oxytocin also signals trustworthiness and motivates cooperation, which are both critical factors in closing business deals of all sorts.

“I advise business people to begin every presentation with a compelling, human-scale story. Why should customers or a person on the street care about the project you are proposing? How does it change the world or improve lives? How will people feel when it is complete? These are the components that make information persuasive and memorable.” Paul Zak

Examples of companies that use storytelling to connect with their customers

Nearly every B2C ad you read or see attempts to emotionally connect with you. Apple wants to “share the joy.” Subaru wants to “share the love,” and Patagonia will help you help save the environment.

But what about B2B examples? How can a business document make a reader “fall in love,” or at least emotionally connect with your company? Straddling that line between professional and oxytocin-producing content takes some skill, but these two companies get it right:

Salesforce

Salesforce is the top customer relationship management platform in the world. Tracking customers through sales cycles might not exactly trigger love, so Salesforce took another approach. Their story is as much about their customers’ stories as their own.

KPN is a Dutch telecom company. While their customer success story includes the pain points/solutions specifics you’d expect to find, their customer quotes use emotional trigger words like “happier” and “excited.”

You’ll find emotionally engaging words peppered throughout their customer success stories. Salesforce helped T-Mobile’s customers feel “crazy about its service” and gave American Water “peace of mind.”

You get the idea. You don’t have to pivot away from your main selling points to insert some emotion. If you feel your story could be more engaging, tell your customers’ stories as part of yours.

Amplifi

Is there anything that evokes a sense of warmth and comfort more than the yeasty, buttery smell of freshly baked bread? What about a freshly baked data strategy? Are you hungry yet?

In one blog post, Amplify, a data management company, does a brilliant job of connecting these two disparate subjects to tell a story about creating and following roadmaps, just as you should follow every step of a recipe when baking bread.

In another, the author compares data management to alchemy and even TNT. In short, if data is well-managed, it can turn into metaphorical gold, and if not…boom!

While Amplifi doesn’t rely on emotional statements like “happier” or “excited,” they use clever metaphors to take readers on an emotional journey through the world of data management.

Best practices and examples for writing competitive RFP responses

We probably don’t need to mention that RFP response storytelling is not about making up characters and plotlines. Your job is to use the company’s story to sell a product or service. Write for your audience, not award committees or even yourself.

The academic journal Psychology and Marketing published a study called “Brand narratives: Content and consequences among heritage brands.” The study authors interviewed brand managers, analyzed heritage brand websites, and tested their findings with consumers to pinpoint what customers wanted to see from a seller’s story.

While it is true that their study focused on B2C organizations, it’s always good to remember that human beings spearhead every step in a B2B purchasing cycle.

So, what resonated with consumers?

  • Founding date – Interestingly, it didn’t seem as though a long history was important, but consumers still wanted to see how long a company has been in business. Most RFPs ask for the founding date.
  • Your unique approach or method – How are you different from your competitors? How does your product or service relate to your company’s core values?
  • Linking the past to the present – Even if yours is not a heritage brand, link your vision or product to the past. For example, if your product uses a modern solution, such as artificial intelligence, give a brief history lesson of the challenge before your company addressed it using AI.

The study also examined common storytelling elements that don’t resonate, such as:

  • The founder’s story – The buyer wants to go into business with your company, not its founders.
  • Your business’s struggles – Readers like success stories. They don’t want to know that your company almost folded in its first year, even if it rose like a phoenix. They definitely don’t want to know about your cultural or product-related struggles.
  • Where you were founded – Today’s business world is nearly borderless. Your California location, for example, will mean very little to a company in Europe.

Now that we have the very basic dos and don’ts, it’s time to further break down response stories.

1. Tell your why

As every middle school journalism teacher will tell you, there are six elements to a good story: who, what, where, when, why, and how. It’s the same with RFP response.

“Who,” as we mentioned above, is about your company, not your founder (with an exception we’ll talk about in a moment).

“What” is the product or service. “Where” is less about your location than the product or service (e.g., Where will onboarding take place? Where are your products manufactured?). “When” should outline deliverable dates. “How” is pretty self-explanatory, but what about “why?”

“Why” is an opportunity to genuinely resonate with your audience. Perhaps your company began because your founders were once in the customer’s shoes, or they saw a need that they were in a position to fill.

It might be tempting to include “why” when responding to a question about your company’s founding date or one that asks about product specs, but you’ll run the risk of annoying your customers by using valuable space for what they might see as superfluous information in those contexts. Also, you might have character and space limits.

Unless the RFP offers organic opportunities to present your “why,” save it for the cover letter.

RFP response example:

If, for example, a company wanted to improve efficiency. Here at RFPIO, we might say something like:

“We understand your desire to improve efficiencies in your organization. We founded RFPIO for that very reason. Our platform helps you take back time to spend with your customers, family, and of course, on yourself.”

2. Show you’re human

Individuals and company decision-makers all want to feel good about their buying decisions. Highlight the good that your company does.

RFP response example:

At RFPIO, we’re proud of our workplace ideals and culture. But simply patting ourselves on the back might seem inauthentic. We let our employees speak for themselves. In our RFP responses, we often include something like:

“RFPIO is committed to a diverse and inclusive work environment. Our employees voted this year, and we were honored as a Comparably Award winner for Best Outlook, Best CEO for diversity, and Best Leadership team.”

3. Share a testimonial

Who better to speak for your company’s quality and customer service than your customers?

RFP response example:

We might, for example, use the words of Brian Z. of LinkedIn:

“Hundreds of hours saved in responding to questionnaires and RFPs. RFPIO offers very competitive cost savings over most of the larger RFP software providers. The same functionality at a fraction of the cost of the big guys. Customer support is top-notch — all questions or requests for help are addressed within the same day (or within 24 hours at most). Great, direct support from the management team — no call centers, no outsourced product support. You get assistance from people who helped build the product.”

4. Customize answers with specific deliverables

When an RFP asks about deliverables, the customer wants more than just a timeline. They want to know that you understand their needs. If you sell a product, how long will it take for the customer to receive it? If you sell a service, what is the onboarding process? Sure, it’s easy to answer these questions with dates or predicted time from purchase, but remember, you’re telling a story.

RFP response example:

Let’s pivot from RFPIO for a moment. Perhaps your company offers SEO services. Rather than simply listing timelines, say something like:

“At ____ SEO Consultants, we value partnership with our clients. First, we’ll meet with your content strategists to help devise a plan to leverage your strengths and highlight your values. On average, we will deliver a detailed SEO strategy within X months.

By month X, we will begin weekly strategy meetings with content writers and key stakeholders. Implementation will be ongoing but expect your first results within X months.”

5. Be succinct and real

Most products or services are relatively dry. If you’re in tech, things can get rather *um* technical. If you sell a product, you might have to explain its manufacturing or logistics.

Odds are, the procurement person looking at your proposal has high-level knowledge of what they are seeking, but their eyes might start getting bleary if you go into too much detail, especially technical detail. Avoid jargon as much as possible.

RFP response example:

If, for example, the RFP asks about your approach to project management. Rather than describing your methodology or Gantt chart, say something like:

“Our project management team is agile. We tailor our proven process to each client’s unique needs with the main steps remaining consistent: build, test, and deploy to deliver value.”

6. Make life easier for the issuer

Reviewing a (long) proposal is a tedious enough process, don’t also make the issuer do extra work digging to find answers. Rather than directing them to an attachment or a URL to find the answer they’re looking for, answer their question within the proposal itself. In addition, you can always provide an attachment to expand on your answer or offer supporting evidence for it.

RFP response example:

“We practice secure application design and coding principles. Engineers are required to undergo security training for security awareness and secure coding.

We use third-party services to perform vulnerability/application security scans annually.

The most recent penetration report is attached to this package: .”

7. Elaborate when appropriate

You don’t want to be too wordy or provide unnecessary information, but there are instances where a bit of elaboration is valuable. Sometimes you have to read between the lines to determine what the customer needs. Rather than just providing the most direct answer to the question, try to understand what the buyer is actually trying to learn. If a more detailed response fits better, go for it.

RFP response example:

The customer may want to know how you communicate new features to clients. Sure, you could respond with something like, “Upcoming platform enhancements are communicated to customers via email. You can also access them from the Help Center.”

Yes, that answer is succinct, but does it set you apart from your competitors? Maybe they asked that question because their current vendor doesn’t listen to suggestions or communicate new features. Instead, try something like:

“Our roadmap is heavily influenced by our customers through a feedback/enhancement request feature within the application. Customers can interact with one another’s requests, as well as with the development team. Their comments, voting, and status reports all influence future enhancements.

We then communicate enhancements to our customers via email release announcements. This email will have the major highlights from the release, a document outlining all the release details, and a link to the release details that can be accessed 24/7 in the Help Center.”

8. Say no with style

No one likes to pass up a business opportunity, but there are times when your company won’t be the right fit, and there’s nothing wrong with that. Rather than responding to an RFP and misleading the customer into believing that yours is the right solution, tell them “no” but do it the right way.

A well-composed “no” response might help open doors to future opportunities with the issuer.

RFP response example:

Imagine the customer is looking for a specific integration you don’t currently offer. Instead of a simple “No, we do not integrate with that tool,” say something like:

“Currently, the solution does not integrate with XYZ tool. However, a potential integration is on our 6-12 month product roadmap. We would love the opportunity to partner with you in identifying the best path forward to build an XYZ tool integration.”

More RFP examples and response resources

While we’re on the subject of storytelling, part of RFPIO’s story is that we also respond to RFPs, so we have several experts within our ranks who are always willing to offer sage advice.

RFPIO’s website and blog have multiple resources to help you craft a bid-winning story, such as:

Sample RFP response cover letter

A great cover letter is short and sweet but also informative. Click here for tips and tricks for writing the perfect cover letter. Kelly Barnard, RFPIO’s Response Management Strategist, even included her go-to example.

Winning RFP response examples using storytelling

Are you hungry for more storytelling examples? Click here.

Free RFP response template

Hubspot has a fantastic RFP response template. Click here.

Modernize your RFP response process and complete more winning bids with artificial intelligence

None of these best practices are worth much if you can’t complete each potentially winnable RFP or find time to customize them when you do. To get to the point where you can actively put this advice into practice, you need RFP software that takes care of the more tedious and time-consuming parts of the process.

RFPIO’s advanced response technology includes features that help you create better, faster, more winning responses:

  • Business intelligence – RFPIO’s advanced analytics and reporting capabilities let you use data to drive your business decisions.
  • Content Library – RFPs aren’t known for their originality. You’ve probably answered most questions before. RFPIO’s AI-enabled recommendation engine finds the best preapproved content, leaving you the option to accept, edit, or reject its suggestions.
  • Import and export – Whether an RFP comes as a Word document, Excel spreadsheet, or through your CRM, you can import it directly onto RFPIO’s platform.
  • Standard and customized templates – RFPIO lets you create proposals using your favorite templates or one of ours.
  • Customization – As they say, every picture tells a story. Add tables, images, and rich text to visually narrate your response.
  • Integrations – RFPIO integrates with the most popular productivity and sales enablement tools.

Related: Create proactive proposals at scale with proposal automation software

Create rich narratives that will help you win more business, spend more time in front of customers, and live your life. With RFPIO, you can make that happen. See how with a free demo.

33 of the best RFP examples: Explore sample RFPs by industry

33 of the best RFP examples: Explore sample RFPs by industry

Sales Enablement, Templates & guides

Regardless of the industry, size of business or location, every company has two things in common: they buy and sell. In any given day, your procurement department might issue requests for proposals (RFPs) for substantial purchases, such as software or vital materials needed for the products or services you sell.  

At the same time your procurement team is doing their thing, your response team could be gathering subject matter experts, writers and editors to craft an RFP response that ideally results in a sale.

In this blog, we’ll help organizations buy and sell. For procurement teams, we have a comprehensive assortment of RFP examples from nearly every industry. Along with each RFP, you’ll see a short description of why it is unique or noteworthy. Armed with these examples, you’ll be well on your way to creating an excellent RFP for any new procurement project.

For response teams, we compiled a list of RFP best practices, complete with response examples, to help you create the responses the customer is looking for and win more bids. With each example, you’ll see an explanation of why such responses resonate with customers. 

Even if your product or organization isn’t an immediate fit, a well-written and considered response could lead to future opportunities. 

RFP examples

Best practices and examples for writing competitive RFP responses

Advertising and marketing RFP examples 

Agency RFP example for creative and media buying services

Inside this request for proposal, you’ll find a great example of how to provide plenty of background and project information to guide interested agencies. Issued by the Monterey County Convention and Visitors Bureau, the RFP seeks an agency of record for a long-term relationship. Accordingly, the document includes links and details about the county’s business plan, target market and team structure.

Branding RFP example

Most of the RFP examples you’ll see have a very formal tone with lots of official-sounding jargon. Consequently, that’s why this branding RFP example stands out. The Children’s Defense Fund, a nonprofit organization, uses approachable, conversational language to convey their goals and values. Not only does this make the RFP stand out from others, but it also gives potential vendors a sense of what it’s like to work with the Children’s Defense Fund.

 

Communications consultant RFP example 

The town of University Park’s RFP for a communications consultant includes a number of requested services. From creating content to social media management, the town outlines their needs in the document. This sample communications RFP strikes a nice balance between background, participation guidance and questions. 

Digital advertising services RFP example

This helpful request for proposal sample comes from Lake Land College. Easy to navigate and read, the RFP clearly outlines the services needed, submission requirements and RFP scoring criteria. Indeed, the document contains a helpful and easy-to-follow grid.  

Digital media RFP example

This RFP from the City of Savannah, Georgia, offers a good example of a detailed scope of work, RFP questions tailored to the project, reference requirements and a list of required capabilities. In addition, the RFP makes the evaluation process and timeline clear. The City of Savannah seeks a marketing firm to help recruit qualified police officers. While the beginning of the RFP includes a lot of standard terms and conditions, the rest of the RFP delivers crucial information for interested vendors. This is a great example of how to write a thorough scope of work, customized RFP questions and a capability/need overview.

Graphic design and copy editing services RFP sample

When you open this RFP from WE ACT for Environmental Justice, you’ll see that they get right down to business without delay. Indeed, this RFP for graphic design research report is very direct — they outline the scope of services on the very first page. Furthermore, this no-nonsense approach translates to their proposal criteria which is only three items. Specifically, the RFP requests that the proposal detail the candidate’s qualifications, examples of their work and proposed fees. 

Graphic design services RFP example

As a counterpoint to the short, project-based RFP example above, this RFP for ongoing design services is considerably longer. At 57 pages, the RFP includes background information, proposal and submission instructions, their RFP timeline and scoring criteria.

Public relations RFP sample

In this RFP example, the attention to detail, visual appeal and thoughtful approach convey the high expectations of the organization. In addition, the document itself reflects The Brand USA’s style and values. The subtle but impactful approach will attract the attention of marketing firms with similar high standards.

Social media RFP example

Generally, RFPs for social media services are either for ongoing management or campaign-specific projects. In this sample social media RFP, Newcap, Inc. seeks a partner for a year-long partnership. Helpfully, the document clearly specifies the company’s goals and the help they need to achieve them. However, the RFP questions are relatively general which may make vendor evaluation difficult.

Business operations RFP examples

Data analytics RFP example for consultant and solutions

When New Jersey City University (NJCU) decided to leverage their data to better understand their big-picture impact, they created this RFP. In the RFP, you’ll find details about the university’s desired outcomes as well as their requirements including a supplier diversity policy. Additionally, this RFP has a thorough list of RFP questions to inspire your own RFP.

Legal services RFP example

Great Rivers Greenway District is a political division in the state of Missouri. As such, they require a wide variety of legal services including legal research, drafting, regulatory advice and litigation. This sample RFP provides a useful list of RFP questions that are unique to legal service procurement. In addition to the standard proposal evaluation process, the organization will invite shortlisted candidates to interviews with RFP presentations.

Insurance broker RFP example

When you’re looking for an insurance broker, you want to work with someone who can serve all your needs. For the Public Health Institute, that means finding a broker with a wide-range of carrier relationships. For example, they maintain policies that cover crime, inland marine and cyber liability, in addition to more common coverages. In this RFP example, the organization makes their needs clear. Additionally, they share their RFP weighted scoring values to help vendors focus on the most important factors.

Project management RFP example

Ahead of a potential remodel, Morrow County issued this sample RFP for project management services. Specifically, they issued the RFP to seek help determining the facility needs, potential options and merits of remodeling versus new construction. Not often seen in other RFP examples, this RFP clearly states three pass/fail criteria: on-time submission, proposal completeness and the number of copies included. While these things may seem minor, they communicate to potential vendors the seriousness of the project and the sense that the organization has no time to waste.

Construction RFP examples

Architectural services RFP example

The City of Urbana used this sample RFP for architectural services to identify the best firm for three specific projects as well as potential future work. Consequently, you’ll find this detailed RFP helpful whether you need to issue an architecture RFP for a one-time project or for a long-term partnership.

Architecture and engineering services RFP example

When you face a one-of-a-kind procurement project, specificity is key. Certainly, that’s the case with this sample RFP for the Metropolitan School District of Washington Township in Indianapolis, Indiana. The RFP outlines the goal of ensuring equitable access throughout the school district. It specifies the desired qualifications and experience and offers visual elements to help interested firms develop their proposals.

Commercial real estate brokerage RFP example

After operating from a communal office space, the Clean Power Alliance of Southern California was ready to find a new location for their 40 employees. They subsequently issued this real estate RFP, which serves as our next example. The RFP includes a timeline, proposal requirements, evaluation criteria and a detailed scope of services.

Construction management services RFP sample 

While this RFP example is relatively short at only seven pages, it’s packed full of information without being overwhelming. Indeed, on the first page, you’ll find Incourage Community Foundation’s vendor priorities for their Tribune Building remodel. They’re looking for a local company that prioritizes diversity, talent development and sustainability. Additionally, they provide plentiful background information and history about the building and site.

Design-build RFP example

This design-build request for proposal example is from the city of Summit County, Colorado for a public shooting range. The RFP establishes a deliverable timeline and provides a detailed list of evaluation criteria.

Engineering services RFP

The County of Caroline, Virginia created this sample RFP for engineering services to find the right vendor for a three-year contract. Indeed, the document specifies the county’s engineering needs including responsibilities throughout research, planning, design, negotiation and construction phases. Each phase is broken down into bullet points with detailed responsibilities.

Financial RFP examples

Asset management RFP example

Not only is this asset management RFP example from Capital Region Water easy to read, it’s also visually appealing. Indeed, as vendors and service providers become more selective, responding to only RFPs that are the best fit, making your RFP more memorable is an advantage. In addition, the RFP is only nine pages, unusually brief for this kind of RFP.

Banking services RFP example

This banking services RFP from the California Partnership to End Domestic Violence has a wide range of insightful questions and clear vendor qualifications, which includes demonstrating social responsibility.

Endowment manager RFP example

As you might expect, most financial RFP examples tend to contain a lot of detailed information. Typically, you’ll find lengthy background, qualifications and submission instructions. Indeed, this RFP is no exception. Issued by the Office of the State Treasurer of Delaware, the RFP includes tables to report assets under management and client base numbers. Furthermore, you’ll find lots of interesting questions to help guide your own RFP.

Investment management services RFP example

Formatted perfectly and full of insightful questions, this RFP from The Investments & Wealth Institute is one of the best RFP examples out there. Indeed, the document strikes a balance between details and brevity. The questions explore the potential firm’s strength and stability, investment process, service, structure and accessibility, performance reporting and fee structure.

Healthcare RFP examples

Electronic medical record (EMR) support services RFP example

Digital transformation is driving rapid change in the healthcare sector. Indeed, one of the most noticeable aspects of this change is the prevalence of electronic medical records. Because these systems are constantly evolving as needs change, hospitals and health systems often need to find support services for their EMR systems. This RFP template from CNY Care Collaborative is a great example because of its detailed and comprehensive guidelines, RFP criteria and background information.

Health clinic services RFP example

This RFP for health clinic services covers a variety of services required by Deschutes County, Oregon. From employee health clinic marketing to pharmacy operations, you’ll find an extensive list of vendor requirements specific to healthcare services. To standardize pricing proposals, this RFP provides an attached RFP pricing table form for vendors to complete.

Health portal RFP example

Making the right choice in procurement is crucial. Indeed, it’s particularly important in healthcare, where the impact can literally be the difference between life and death. Luckily, there are a lot of health portal RFP samples including this one from the National Learning Consortium. The template allows for in-depth explanations, background, vendor requirements and scope expectations for vendors. 

Hospital strategic planning consultant RFP example

For hospitals, successful strategic planning often requires an outside perspective. Indeed, the goal of this RFP example, from the University of New Mexico Hospital, is to find the right consultant team to evaluate the hospital’s current state, major competitors, new opportunities and potential future trends. The evaluation criteria include an emphasis on the consultancy’s technical approach, management approach, experience and overall cost — a common trio of measures for consultant service RFPs.

Pharmacy benefits manager (PBM) RFP example

This sample RFP from the Employees Retirement System of Texas solicits bids from pharmacy benefits managers. It is notable for the tools it includes to help vying vendors submit proposals that are complete and compliant. For example, the document includes a helpful deliverables checklist, pricing tables, and a fillable RFP response.

Want to learn more about hospital and medical RFPs? Check out this blog: Everything you need to know about healthcare RFPs.

Technology RFP examples

Case management software RFP example

As you might expect, this RFP for a legal software solution, from the city of Duluth, Minnesota, is detailed and comprehensive. The document includes additional forms to speed the contracting process. As with many in the government sector, this software RFP requires a paper response in addition to a digital one.

Help desk software RFP example

Searching for new help desk software is a challenge. However, this RFP from Pedernales Electric Cooperative, Inc. offers a good starting point. The RFP organizes their needs by must-have and optional functionality. Furthermore, the RFP scoring prioritizes the experience and approach questions.

Information systems risk assessment RFP example

Like many modern organizations, the National Association of State Workforce Agencies manages a lot of data, including potentially sensitive information. Consequently, this RFP explores the scope as well as the expected deliverables to help them identify the right partner for this project. It’s a great start for anyone looking to engage a third-party for a systems security assessment.

Mobile app development RFP example

Of all the RFP examples, this one may be the most unusual. Issued by the Hemisfair Park Area Redevelopment Corporation, this RFP seeks to find a partner to develop an augmented reality mobile app. Specifically, the goal is to provide visitors a one-of-a-kind experience while walking through a park filled with trees planted in memory of donors’ loved ones. Because of the unique nature of the need, the RFP includes a general vision of the project, maps of the area and specific functionality required.

Software development RFP example

From project planning to implementation, this RFP example from Housing Opportunities Commission of Montgomery County seeks a partner to provide the full range of services. The RFP breaks down into two primary projects. Specifically, the RFP identifies the need for a meeting tracking system and a Freedom of Information Act (FOIA) request system. While the document doesn’t identify specific scoring weights, it does provide very specific directions for vendors as well as a detailed timeline for the project.

Website design and development RFP example

Thorough and detailed, this RFP for website design and development from Design Lights Consortium is a great example of how to set your prospective vendors up for success. The project-specific questions in the RFP are direct and will make it easy for the organization to compare the results. In addition, the RFP asks a number of project-specific direct questions that will enable the organization to easily compare their options.

Best practices and examples for writing competitive RFP responses

We probably don’t need to mention that RFP response storytelling is not about making up characters and plotlines. Your job is to use the company’s story to sell a product or service. Write for your audience, not award committees or even yourself.

The following are some of our recommended best practices.

1. Tell your why

As every middle school journalism teacher will tell you, there are six elements to a good story: who, what, where, when, why, and how. It’s the same with RFP response.

“Who,” as we mentioned above, is about your company, not your founder (with an exception we’ll talk about in a moment).

“What” is the product or service. “Where” is less about your location than the product or service (e.g., Where will onboarding take place? Where are your products manufactured?). “When” should outline deliverable dates. “How” is pretty self-explanatory, but what about “why?”

“Why” is an opportunity to genuinely resonate with your audience. Perhaps your company began because your founders were once in the customer’s shoes, or they saw a need that they were in a position to fill.

It might be tempting to include “why” when responding to a question about your company’s founding date or one that asks about product specs, but you’ll run the risk of annoying your customers by using valuable space for what they might see as superfluous information in those contexts. Also, you might have character and space limits.

Unless the RFP offers organic opportunities to present your “why,” save it for the cover letter.

RFP response example:

If, for example, a company wanted to improve efficiency. Here at Responsive, we might say something like:

“We understand your desire to improve efficiencies in your organization. We founded Responsive for that very reason. Our platform helps you take back time to spend with your customers, family, and of course, on yourself.”

2. Show you’re human

Individuals and company decision-makers all want to feel good about their buying decisions. Highlight the good that your company does.

RFP response example:

At Responsive, we’re proud of our workplace ideals and culture. But simply patting ourselves on the back might seem inauthentic. We let our employees speak for themselves. In our RFP responses, we often include something like:

“Responsive is committed to a diverse and inclusive work environment. Our employees voted this year, and we were honored as a Comparably Award winner for Best Outlook, Best CEO for diversity, and Best Leadership team.”

3. Share a testimonial

Who better to speak for your company’s quality and customer service than your customers?

RFP response example:

We might, for example, use the words of Responsive user Brian Z.:

“Hundreds of hours saved in responding to questionnaires and RFPs. Responsive offers very competitive cost savings over most of the larger RFP software providers. The same functionality at a fraction of the cost of the big guys. Customer support is top-notch — all questions or requests for help are addressed within the same day (or within 24 hours at most). Great, direct support from the management team — no call centers, no outsourced product support. You get assistance from people who helped build the product.”

4. Customize answers with specific deliverables

When an RFP asks about deliverables, the customer wants more than just a timeline. They want to know that you understand their needs. If you sell a product, how long will it take for the customer to receive it? If you sell a service, what is the onboarding process? Sure, it’s easy to answer these questions with dates or predicted time from purchase, but remember, you’re telling a story.

RFP response example:

Let’s pivot from Responsive for a moment. Perhaps your company offers SEO services. Rather than simply listing timelines, say something like:

“At ____ SEO Consultants, we value partnership with our clients. First, we’ll meet with your content strategists to help devise a plan to leverage your strengths and highlight your values. 

On average, we will deliver a detailed SEO strategy within X months.

By month Y, we will begin weekly strategy meetings with content writers and key stakeholders. Implementation will be ongoing but expect your first results within Z months.”

5. Be succinct and real

Most products or services are relatively dry. If you’re in tech, things can get rather *um* technical. If you sell a product, you might have to explain its manufacturing or logistics.

Odds are, the procurement person looking at your proposal has high-level knowledge of what they are seeking, but their eyes might start getting bleary if you go into too much detail, especially technical detail. Avoid jargon as much as possible.

RFP response example:

If, for example, the RFP asks about your approach to project management. Rather than describing your methodology or Gantt chart, say something like:

“Our project management team is agile. We tailor our proven process to each client’s unique needs with the main steps remaining consistent: build, test, and deploy to deliver value.”

6. Make life easier for the issuer

Reviewing a (long) proposal is a tedious enough process, don’t also make the issuer do extra work digging to find answers. Rather than directing them to an attachment or a URL to find the answer they’re looking for, answer their question within the proposal itself. In addition, you can always provide an attachment to expand on your answer or offer supporting evidence for it.

RFP response example:

“We practice secure application design and coding principles. Engineers are required to undergo security training for security awareness and secure coding.

We use third-party services to perform vulnerability/application security scans annually.

The most recent penetration report is attached to this package.”

7. Elaborate when appropriate

You don’t want to be too wordy or provide unnecessary information, but there are instances where a bit of elaboration is valuable. Sometimes you have to read between the lines to determine what the customer needs. Rather than just providing the most direct answer to the question, try to understand what the buyer is actually trying to learn. If a more detailed response fits better, go for it.

RFP response example:

The customer may want to know how you communicate new features to clients. Sure, you could respond with something like, “Upcoming platform enhancements are communicated to customers via email. You can also access them from the Help Center.”

Yes, that answer is succinct, but does it set you apart from your competitors? Maybe they asked that question because their current vendor doesn’t listen to suggestions or communicate new features. Instead, try something like:

“Our roadmap is heavily influenced by our customers through a feedback/enhancement request feature within the application. Customers can interact with one another’s requests, as well as with the development team. Their comments, voting, and status reports all influence future enhancements.

We then communicate enhancements to our customers via email release announcements. This email will have the major highlights from the release, a document outlining all the release details, and a link to the release details that can be accessed 24/7 in the Help Center.”

8. Say no with style

No one likes to pass up a business opportunity, but there are times when your company won’t be the right fit, and there’s nothing wrong with that. Rather than responding to an RFP and misleading the customer into believing that yours is the right solution, tell them “no” but do it the right way.

A well-composed “no” response might help open doors to future opportunities with the issuer.

RFP response example:

Imagine the customer is looking for a specific integration you don’t currently offer. Instead of a simple “No, we do not integrate with that tool,” say something like:

“Currently, the solution does not integrate with XYZ tool. However, a potential integration is on our 6-12 month product roadmap. We would love the opportunity to partner with you in identifying the best path forward to build an XYZ tool integration.”

Conclusion

Procurement and response professionals are two very distinct sides of the same coin. While that is true, both their jobs require a wealth of company and customer knowledge, ideally contained in one single source. 

Request a Responsive demo to explore how you can transform those two disparate teams into integral parts of a sales cycle, ensuring that you have the tools you need to create your products or services, and drive growth and profitability. 

RFI vs RFP vs RFQ: What’s the difference?

RFI vs RFP vs RFQ: What’s the difference?

Templates & guides

RF-what? When businesses need to exchange information, you’ll often hear acronyms like RFI, RFP and RFQ. These similar-sounding terms are often used interchangeably and can cause confusion. However, each document serves a distinct purpose. Consequently, it’s important to understand the difference between an RFI vs RFP vs RFQ so you know how to use them and how to respond.

In short, the difference between these terms comes down to what you’re trying to accomplish. While all three documents help businesses exchange information, they each serve a distinct purpose. Used independently or together, RFIs, RFPs and RFQs are all important tools for communicating, reducing risk and forming mutually-beneficial partnerships.

So, what IS the difference between an RFI vs RFP vs RFQ? Here’s the short answer:

RFI

A request for information educates. 

RFIs gather info to research potential solutions.

RFP

A request for proposal compares.

RFPs evaluate the overall value a vendor can offer.

RFQ

A request for quotation quantifies.

RFQs detail the cost of meeting a specific need.

But, that’s just the beginning.

In this article we’ll explain everything you need to know (and more) about what RFIs, RFQs and RFPs are. We’ll start with key definitions and uses. Then, we’ll share how to select the right one for your project. And, finally, we’ll provide our favorite examples and resources for learning even more

Table of contents

Admittedly, there’s a lot to cover here. So, use the link below to jump to each section.

Definitions to know: RFX, RFI, RFP, RFQ

There’s a lot of jargon and acronyms involved when businesses begin exchanging information to form a new partnership. So, before we dig into the differences between each of these documents, let’s cover a few key definitions.

What is an RFX?

The acronym RFX stands for request for ____ (fill in the blank). It’s a term used to collectively refer to any questionnaire request issued by a buyer to a prospective vendor. So, RFX could stand for RFP, RFQ, RFI, RFO and so on.

What is an RFI?

The acronym RFI stands for request for information. A request for information is a questionnaire used to ask vendors about their products and services. Often, RFIs gather general information, market details and solution ideas for planning purposes.

An RFI is the most casual of all the RFX options. It asks general questions about vendors and the market landscape. Rather than sending an unstructured email to potential vendors, a request for information provides a standardized format, which is easier to review. Additionally, RFIs are a quick way to fill in gaps in your research. According to TechTarget, 

“An RFI is typically the first and most broadly cast of a series of requests intended to narrow down a list of candidates.”

RFI characteristics

  • Serves as a casual introduction to vendors
  • Offers a general overview of the vendor landscape
  • Asks open-ended, high-level questions
  • Used in the early stages of the buying process to refine vague project requirements

What is an RFP?

RFP is the acronym for request for proposal. A request for proposal is a detailed questionnaire used by buyers to collect decision-critical information and pricing from potential vendors. The RFP is one of the most commonly used tools for evaluating vendors and documenting selection justification.

An RFP is a formalized and structured way of getting specific vendor information (including pricing). It allows you to detail the problem you wish to solve and invites vendors to suggest solutions. Indeed, RFPs are very thorough and offer a side-by-side, fact-based comparison of vendors’ capabilities.

According to Hubspot, 

“RFPs give you a sneak peek into different strategies you may not have considered since each vendor will include their own unique action plan along with their bid.”

RFP characteristics

  • Shares background information about your problem, process and needs
  • Includes detailed questions about the vendor and solution
  • Offers specific parameters for the services and products you’re seeking
  • Indicates you moved beyond exploration and are ready to buy
  • Compares vendors based on your unique priorities

What is an RFQ?

RFQ is an acronym that stands for request for quote or quotation. A request for quotation is a document that details a buyer’s needs and asks vendors to respond with a detailed pricing proposal. Generally, a buyer issues an RFQ when looking for the lowest possible price.

An RFQ is a request sent to vendors for pricing and payment information. Generally, it includes detailed requirements and deliverables. Unlike the RFI and RFP, the RFQ rarely includes questions, because the buyer must already know exactly what they need. Indeed, only use this document if you are well aware of marketplace conditions and offerings. An RFQ means that a purchase is imminent and the list of needs detailed in the request rarely changes.

According to Investopedia,

“When the soliciting company knows the exact number or type of product or services it desires, it customarily uses an RFQ. Typically, companies use an RFQ when products and services are standardized, or off-the-shelf.”

RFQ characteristics

  • Includes a list of detailed requirements
  • Centers around deliverables, costs and payment terms
  • Used when you already know exactly what you’re looking for
  • Indicates vendors’ ability to provide the requested services and goods as requested
  • Offers with the lowest price generally win

RFI vs RFP vs RFQ comparison guide

As you can see from the definitions above, each RFX document has a unique goal. But there are other key differences between an RFI vs RFP vs RFQ. Outlined here, you’ll see that there’s a significant difference in the purpose, the questions the document asks, the purchase readiness indicated by the request, the style of the document, and its potential advantages.

Request for information

Purpose:
To gather data for planning purposes

Asks:
General questions designed to educate and inform

Purchase readiness:
Not yet ready, this is the exploratory phase

Request style:
Casual, asking for help

Response style:
Informal and consultative — your content will be more along the lines of solution briefs, case studies and custom answers to open-ended questions.

Advantage:
Offers buyers helpful insight and an up-to-date look at potential solutions.

Request for proposal

Purpose:
To compare vendor solutions and value

Asks:
Detailed questions about the product, people and process

Purchase readiness:
A purchase is planned, this is the due diligence phase

Request style:
 Formal, detailed and direct

Response style:
The tone of an RFP response mirrors the structured and formal nature of the request. Content will be in the form of answers to many, many questions. 

Advantage:
Provides a clear comparison of the capabilities and value vendors offer

Request for quotation

Purpose:
To find unit pricing for specific items 

Asks:
Pricing questions about specific goods or services

Purchase readiness:
A purchase is imminent, this is the final step

Request style:
Structured and itemized  

Response style:
Content in an RFQ response is usually very concise and unembellished. May also contain some technical, financial, and legal information.

Advantage:
Removes distractions and allows buyers to focus exclusively on pricing

How are RFIs, RFPs and RFQs related?

Each RFX achieves a unique goal. However, the core purpose of every RFI, RFP and RFQ document is to help select the perfect vendor. According to Kevin Iwamoto, senior consultant at Goldspring Consulting, 

“All three have been used globally for decades to obtain relevant information from potential suppliers and are meant to create and establish a fair and equal weighted process where all vendors, incumbent and potential, have a chance to become a ‘preferred’ supplier for a corporation. They have been instrumental in enterprise risk mitigation, process standardization, cost savings and cost avoidance.”

Who sends RFIs, RFPs and RFQs and why?

The practice of creating and issuing RFIs, RFQs and RFPs is called request management. While sourcing professionals and procurement consultants work with RFX tools daily, they are also useful to others. For example, a small- or medium-sized business that doesn’t have a dedicated procurement department may require department heads to use an RFP before making large purchases. Generally, this is to ensure a thoughtful, objective and financially-sound decision.

For high-value, strategic purchases, a multi-step process is wise. For example, when selecting a new accounting software to replace an old solution you may have a list of needs including a few custom requirements. Technology moves so quickly that starting with an RFI can help you explore new functionality that you may not be aware of. Then, once you know what features you need, you can narrow your vendor selection and send a more detailed RFP.

Who responds to RFIs, RFPs and RFQs and why?

Responding to these RFX documents (and other information requests) is called response management. When it comes to creating compelling responses that may lead to new business, it’s a team effort typically led by a proposal manager. The response process also involves sales, marketing and subject matter experts.

RFPs, RFIs and RFQs are a standard part of many procurement and sales cycles. They provide insight on customer needs and direct access to decision makers. Accordingly, businesses view these requests as opportunities to connect with buyers and win business. For many, answering RFPs is a significant part of their growth strategy.

How to issue and respond to requests

There are two sides to every RFI, RFP and RFQ: the buyer who issues the request and the vendor who responds. Here’s tips so you can do it all.

RFI, RFP, RFQ tips for buyers (issuers)

When you need to request information from a vendor, the first step is to decide which RFX to use.

Start by answering these questions:

  • Do you know what questions to ask a vendor?
  • Are your questions very specific or more general?
  • Do you already have a preferred vendor list (a shortlist)?
  • Do you need to bid out the work through a formal RFP process?
  • Are you working with repeat or first-time vendors?
  • Do you know exactly what you’re looking for, or would you like vendors to make suggestions?

With this information, you should have everything you need to decide if you should use an RFI vs RFP vs RFQ.

  • If you’re shopping for very specific services and know exactly what you want, then an RFQ is your best best
  • However, if you’re close to a purchase but open to ideas, an RFP is probably the way to go
  • Finally, if you’re just trying to get an overview of your vendors or see if there’s a solution to your pain, then the simpler RFI might be the better choice

Now, you can start writing your request.

Tips for writing an RFI

  • Give responders context — tell them about your challenge and goals
  • Let vendors confirm or challenge the research you’ve conducted independently
  • You don’t need to make any promises or commitments, you’re simply gathering information
  • Keep it short to encourage and maximize vendor engagement
  • Seek their perspectives, not detailed capabilities (you’ll judge these later)
  • Ask if they have any questions, while it may seem counterintuitive, it can give valuable insight
  • Cast a wide net, you’ll narrow your selection later in the process

Tips for writing an RFP

  • If you’re looking for specialized or customized service, ask to see an example of that kind of work done for other clients
  • Avoid sticker shock by requiring a comprehensive pricing plan
  • Be as in-depth as you need to be. At this point, you’re both invested, so make sure your priority questions are as thorough as they need to be
  • If you’re unsure of a seller’s expertise or competency for your needs, address it. Ask them for the examples, certifications or references that will put you at ease
  • Avoid vague questions — you have specific expectations, whether you realize it or not. So, if you’re having problems writing exact requirement questions, collaborate with someone outside the situation who can help challenge assumptions

Tips for writing an RFQ

  • Provide minimal background and a list of requirements
  • Detail your needs in a list of products, features and functionality required
  • Include the quantity of goods or duration of service required
  • Provide a timeline for expected delivery
  • State your preferred payment terms
  • Include a pricing table or form for consistency

RFI, RFP, RFQ tips for vendors (responders)

Regardless of which kind of request you’re responding to, there are two key practices that are essential to success. First, using your competitive differentiators. And second, leveraging a content library.

1. Know your competitive differentiators

The purpose of an RFI, RFP or RFQ is to compare several vendors. Knowing how to highlight your advantages is key to winning. It’s common for buyers to ask about these things directly. So, be prepared to answer questions like these:

  • What is the competitive advantage of your solution?
  • Describe your competitive position relative to your competitors.
  • When comparing yourself to the market, what are the unique selling points?
  • Briefly state how you are differentiated from any competitors.
  • Why should we work with you instead of one of your competitors?

Avoid offering a generic answer to these questions. Instead of using jargon-y adjectives that everyone else uses, focus on demonstrating the value your solution provides.

Knowing company differentiators is half the battle for many organizations — take the time to explore what these are for each prospective customer and how to communicate them.

“A value proposition offers clients something they want and gives them a good reason to choose you over your competitors. In the executive summary and in your full proposal, communicate a strong value proposition that matches your client’s needs and demonstrates your unique offer.”

– APMP Body of Knowledge

2. Leverage a content library

How do you make sure the best versions of your competitive differentiators are easy for your team to use in RFIs, RFPs and RFQs? Make sure they’re in your response content library, of course.

This is where all of your response content is stored and organized for future use. Much of the content in these libraries exists as Q&A pairs, making them easy to find and understand. Using response management software to create a content library has many advantages:

  • Repeatability – Build your response process around the foundation of your response management software. It will help establish steps for how you develop a response, access content, and collaborate with writers, editors, and experts time and again.
  • Efficiency – Make everything easier and faster—from finding content and assembling documents, to working with collaborators. Teams that do so are often able to increase efficiency by 40%.
  • Quality – With much of the time-intensive activities of responding offloaded to AI-enabled software and rock-solid processes, you can spend more time on personalizing responses and generating revenue.

Tips for responding to an RFI

As you respond to an RFI, remember that the prospective customer is still in the information-gathering stage of their process. Your response is an opportunity to connect with a future buyer, share your industry expertise and shape the content of any subsequent RFP the buyer may issue.

  • Write a thoughtful and thorough response focused on both solving the presented challenge and sharing your knowledge
  • Collaborate on the RFI response with subject matter experts who have the most up-to-date knowledge in their field 
  • If you don’t meet the exact requested criteria, but have an solution that solves the challenge, answer anyway
  • Focus on the creative and unique ways your organization would approach the customer’s needs
  • Use a cover letter or executive summary to offer a follow up call to connect and offer specific insight or to answer any questions that may come up

For more detail on how to respond to an RFI, check out this blog: Succeed with your next request for information response.

Tips for responding to an RFP

An RFP seeks to compare qualitative information as objectively as possible. Ideally, the buyer is looking for the solution that offers the best overall value. To help accomplish that, the RFP includes substantial detail about the buyer’s challenges, needs and goals. Be sure to use this information to your best advantage.

  • Review the RFP before beginning to ensure you fully (or at least mostly) meet the RFP criteria
  • Be sure to follow instructions closely and answer the RFP questions thoroughly
  • Incorporate win themes that convey your unique differentiators, expertise and understanding of the customer’s needs
  • Include customer stories with quantifiable results when possible, use your RFP content library to prepare these proactively
  • Customize your responses to include the buyer’s company name and echo the language they used

To explore how RFP software makes responding faster and winning easier check out this blog: Why you need RFP software.

Tips for responding to an RFQ

  • RFQs may not include detailed context or background, ask for clarification if needed
  • Take note of deadlines and delivery requirements to ensure your organization can meet the requirements
  • Clearly state any additional costs and fees associated with the requested items
  • This could be your only shot to win the business so, provide your best offer that is competitive but sufficiently profitable

Learn more about how to win RFQs and grow revenue here: What is a request for quote.

Sample RFI, RFP and RFQ scenarios and questions

RFI example scenario

ABC Company wants to strengthen their relationship with customers through social media channels. They currently maintain a Facebook page, Twitter account, and LinkedIn presence.

The challenge is to engage current customers and use their networks to refer your products and services to peers. Based on this scenario, here are some RFI questions you might ask:

  • What social media channels do you consider to be important for ABC Company and why?
  • What are your initial impressions of our social media presence?
  • How do you measure ROI for social media activities?
  • For efficient integration between our internal marketing and external service providers, what people, process and technology factors do you think are important to consider? Are there any limitations you need to know about?
  • What social media channels do you consider to be important for ABC Company and why?
  • What are your initial impressions of our social media presence?
  • How do you measure ROI for social media activities?
  • For efficient integration between our internal marketing and external service providers, what people, process and technology factors do you think are important to consider? Are there any limitations you need to know about?

RFP example scenario

Your company needs to acquire new accounting software. Beyond getting pricing and approach details, the RFP is a great place to get info on how you will work together. Ask how you can reduce risk, save time and save money. Here are some sample RFP questions to consider:

  • How will you approach the implementation of the software? What are your plans to ensure optimal adoption?
  • What steps can we pursue to control costs and limit cost overruns? How will you work with us to ensure we maximize value without increasing costs?
  • What risks to the timeline or budget do you see, based on your understanding of our organization? A high-level question like this gives you a sense of how much thought or effort they’re putting into their response
  • How are you monitoring and staying ahead of trends in our industry? What do you do to encourage innovation?

RFQ example scenario

If your organization needs to purchase new janitorial supplies, your RFQ may include the following items:

  • Multi-surface cleaner – Cost per ounce: $______
  • 13-gallon, 1 mil trash can liner – Cost per 100: $______
  • 1.2-gallon, .55 mil small trash can liner – Cost per 100: $______
  • Hand soap – Cost per ounce: $______
  • 8″ paper towel roll – Cost per 800 ft. roll: $______
  • Weekly delivery cost: $______
  • Net 60 payment terms: Yes or no

Regardless of which RFX you issue or respond to, RFP software can help. To see how you can transform all of your request and response processes to make your organization more efficient, effective and profitable, request a Responsive  demo.

Originally published April 25, 2021 — Updated June 15, 2023

Request for qualifications: A guide to the other RFQ

Request for qualifications: A guide to the other RFQ

Selling & Enablement, Templates & guides

Depending on the industry you work in, you may be familiar with one or both of the procurement processes that go by the acronym RFQ. For many, a request for quotation may be more familiar. However, its counterpart, the request for qualifications is just as useful.

In this blog, I’ll focus primarily on the request for qualifications. But, to get started I’ll define a request for qualifications vs. a request for quote. Then, I’ll outline the common uses for an RFQ as well as the components of the document. Then, I will provide tips and best practices for writing and responding to RFQs. Finally, I will include some helpful RFQ examples. 

Tired of searching through spreadsheets, emails and previous responses to answer RFQs?
Request a demo of Responsive to see how you can cut response time in half.

A story of two RFQs: Request for qualifications vs. request for quote

Admittedly, there are a lot of acronyms in sales and procurement. However, RFQ stands for both a request for qualifications and a request for quote. Consequently, there is some understandable confusion. So, to start, let’s establish the difference between the two RFQs.

What is a request for qualifications?

A request for qualifications is a document that asks potential suppliers or vendors to detail their background and experience providing a specific good or service. The RFQ may also be called a statement of qualifications, or SOQ. Both documents focus specifically on a vendor’s skills and experience rather than pricing. Therefore, the response is not typically considered a bid.

What is a request for quote or quotation?

A request for quote or quotation is a document that details a buyer’s requirements and asks vendors to respond with pricing and payment terms. The focus of this document is primarily price, and often, the lowest priced bidder will win the business.

To learn more about requests for quotations or see RFQ examples and templates, check out this blog: What is a request for quote?

Now that we have the basics out of the way, we’ll explore the request for qualifications. So, below when you see RFQ referenced, it will stand for request for qualifications.

The RFQ’s role in the sales cycle

Who uses RFQs?

The request for qualifications process is common to the government sector. Most RFQs issued are for projects involving construction management, architecture, engineering and other professional services.

3 ways an RFQ is used

In most cases, this process precedes an RFP, but not always. Procurement professionals may issue the RFQ in three different ways.

1. Vendor selection for an upcoming, identified request for proposal

In this case, the procurement team has a project in mind. However, they want to send the upcoming RFP only to the most qualified vendors. The RFQ is sent to a large group and helps narrow the field of vendors for the subsequent RFP. 

Certainly, this two-stage approach allows for a shorter, more focused RFP. In addition, evaluating a handful of pre-qualified vendors is much easier for buyers than scoring proposals from dozens that may not be able to meet their needs.

2. Non-competitive RFQ to catalog vendor information for future procurement projects

Much like using vendor profiles, requests for qualifications are a helpful tool to organize important supplier information. In fact, some companies use RFQs as a standard part of their vendor onboarding process. Then, as future procurement needs arise, the most qualified vendors are selected to participate in the RFP. Having this information on hand makes the procurement process more efficient. Accordingly, it’s in a vendor’s best interest to respond to these requests for information.

3. Rapid vendor selection 

Occasionally, an RFQ replaces an RFP. For straightforward projects that require a specialized skill set, a company may issue a request for qualifications, evaluate the statements of qualification and move directly to contract negotiations with the most qualified vendor. 

In this scenario, the RFQ provides details about the project budget. This transparency assists in the go/no-go process for bidders, empowers faster contracting and ensures buyers that only vendors prepared to work within that budget respond.

How to write a request for qualifications

1. Outline your objective

Because a request for qualifications can be used in several ways, it is important to clearly state your intended outcome. Consider what outcome would make this RFQ a success. To do that, you may need to enlist feedback from stakeholders or executives within your business. What are the specific requirements for the project? Are there essential technical skills? How many years of experience or similar projects should a vendor have successfully completed?

The more context and detailed questions you can add, the better your responses will be. Not only that, but providing a thorough understanding of your needs will discourage unqualified vendors from responding, which will make your evaluation process easier.

2. Create your RFQ

With your list of requirements in hand, it’s time to create your RFQ. It can be helpful to create a template to work from to ensure you don’t miss any crucial components. If you have an RFP management system, leverage dynamic templates to group common questions together into sections.

3. Issue the RFQ

Now, it’s time to send it. Contact the vendors you’d like to hear from through an RFP consultant or directly through email. If you use RFP software, you can issue the RFQ digitally, communicate with vendors directly in the centralized platform and track their progress. In addition, you can answer questions and share the information with every vendor instantly. This helps to keep your RFQ fair and transparent. 

4. Evaluate the responses

Finally, the due date has arrived, now you’re ready to evaluate the statements of qualification you’ve received. Start by reviewing each document to see if the organizations followed directions and filled the RFQ out completely. If there are any gaps, you may go back to the vendor for more information or remove them from consideration. 

Next, it’s time to score the responses and statements of qualifications. Refer back to your source document for the scoring criteria and weights you established. Some questions will have straight forward yes or no answers, making them easy to score based on the desired answer. For subjective questions, it is helpful to engage your stakeholders to provide their input. Again, RFP software can help automate this process and empower easier collaboration with your evaluation committee. 

Once all the SOQs are scored, hopefully you have a clear set of front runners, or perhaps even a winner. Remember, even if you don’t select a particular vendor, RFQs can be useful to keep on hand for future procurement projects.

Essential components of an RFQ

  • Company information including business details and primary contact person
  • Project description with background information, desired outcome, scope and next steps
  • RFQ timeline noting submission due date, shortlist selection date and final decision date
  • Evaluation criteria and weighted scoring details
  • Submission instructions
  • Qualification questions and experience requirements
  • Contracting terms and conditions if applicable

Creating a winning response to a request for qualifications

Despite the fact that RFQs are generally shorter and more direct than RFPs and other RFXs, the response to request for qualifications process is nearly identical. 

1. Go/no-go

Responding to RFQs for which you are not a fit wastes your time and can negatively affect future transactions for which you might be a fit. Accordingly, it’s important to have a thoughtful go or no-go discussion.

Before determining whether your company is a fit, thoroughly read the specific requirements for the project. Are there essential technical skills? How many years of experience or and success do you need to have on similar projects? Does the project align with your company’s goals?

2. Have a kickoff meeting

Once you’ve determined that the project is a fit, host a kickoff meeting. In this session, you’ll review the RFQ, provide an overview of the response process, and assign roles, responsibilities and objectives.

3. Create the first draft

While an RFQ is different from an RFP, you’ll likely find some overlap in the questions asked. So, if you’ve responded to RFPs in the past that have many of the same requirements, you can use that content in your SOQ response. Customers who use RFP software, like Responsive, leverage their response content library to answer to 80 percent of the RFQ in minutes. 

4. Refine the second draft

Once you’ve inserted the answers for questions you’ve seen already, it’s time to tackle new or complex qualifications questions. Gather your SMEs and other stakeholders to customize answers and create new content for any remaining questions.

5. Review and revise

Did you and your team answer each question? Are the answers accurate and complete? Did you meet all the objectives and requirements? Is the response well-written and free from errors? Have you attached all the relevant documents?

6. Submit

Submit the completed response before the deadline to give yourself a cushion against technical issues. Confirm receipt and share with your team.

7. Save and audit the responses

If you’ve answered one RFQ, you’ll likely answer more. Get a head start on your next request for qualifications response by saving your responses. Add new content to central location to access for future RFXs. 

8. Debrief

The last step is to gather your team to capture process insights. Collaborate with your team to analyze what went right and what could have been better.

5 best request for qualifications samples

Highway project RFQ example ⁠— Colorado Department of Transportation (CDOT)

In 2015, the Colorado Department of Transportation issued this RFQ to identify qualified vendors for an upcoming highway construction project. Five teams provided their qualifications and a subsequent RFP was sent to four vendors who qualified. This RFQ is impressively thorough and provides lots of information.

Legal services RFQ example ⁠— City of Seattle

This non-competitive RFQ allowed the City of Seattle to create a roster of pre-qualified firms for upcoming legal work. The request for qualifications provides ample background information as well as clear expectations. In addition, the document outlines the available budget for legal services.

Graphic designer RFQ example ⁠— The City of Great Falls

When the City of Great Falls, Montana wanted to create a new logo for their Downtown Parking Program, they issued this request for qualifications. This RFQ example is brief and to the point. It includes a brief description of the project, requirements and submission instructions. Just the essentials and nothing more.

Architectural and engineering services RFQ example ⁠— Bedford County Public Schools

Seeking expertise in educational design, the Bedford County Public Schools issued this request for qualifications. The document provides evaluation criteria, guidelines for the SOQ and a form to fill out that guides the vendor through the requirements.

Call center RFQ example ⁠— City of Chamblee, Georgia

The City of Chamblee created this RFQ to find call center vendors equipped to provide a wide range of services. This request for qualifications example is helpful because it is cleanly designed and easy to read. Indeed, the expectations and project details are clear at a glance.

Just like other RFX documents, the request for qualifications can be a helpful tool for procurement teams looking to accelerate and optimize their RFP process. A quality RFQ response can be the foot in the door to future sales and business deals.

Request a Responsive demo to learn more about other RFX processes and how technology empowers responders.

13 top blogs for response professionals

13 top blogs for response professionals

Templates & guides

I like to think of RFP response managers as the unsung heroes of their organizations. In a typical company, around fourty-five percent of revenue begins with an RFP, and response is becoming more and more competitive every day.

In addition to having a range of titles — proposal manager, bid manager, capture manager, or RFP manager — response managers wear a lot of hats. They’re part researcher, part writer, part salesperson, and part ringleader, although they may claim that they’re more than part ringleader. Keeping up with that evolving skill set can be exhausting!

You could go back to school, I suppose, or you can hone your skills through blogs. Every morning, I read a handful of curated blog posts to help up my game. They’re quick, convenient, and easy to come back to when interrupted, and the great ones make me feel a little bit smarter.

In this post, I will share some of my favorite blogs. Some are about RFPs and response management and others dust off and refine all those other hats you wear.

  1. Gartner
  2. McKinsey
  3. Learning Hub from G2
  4. Insight Partners Blog
  5. Hubspot
  6. Seth’s Blog
  7. Martech Blog
  8. Proposal Pro
  9. Presentation Zen
  10. RFPIO
  11. Winning the Business from APMP
  12. Grammarly
  13. Business Writing

Best blogs for general business trends

1. Gartner

Gartner is a fantastic resource for all things tech. They offer business consulting and some of the most thorough statistical research out there. The blog contextualizes their research and offers invaluable actionable insights to increase revenue and navigate a dynamic business environment.

Post you should start with: Is now the time to stand up or invest in sales enablement?

Generating revenue is the single most important business goal. As a writer, I like to feel as though I am part of the revenue generation process, although not directly. My colleagues in the marketing department and I are responsible for creating brand awareness and helping our sales department sell. Does that make marketing “sales enablement?” Is RFPIO a sales enablement platform? Doug Bushée with Gartner thinks so.

“(Sales enablement is) an opportunity to help your sales force be more effective, not just through technology or training but with a complete package that includes content, technology, communications, sales process, and training to enable your sales teams to drive revenue.” – Doug Bushée

 

2. McKinsey & Company

McKinsey & Company is an OG in the management consulting world. While their blog isn’t specifically geared toward RFP response, they offer insights and best practices for all verticals and organizational structures. Many in the response industry look to McKinsey for inspiration or statistics for their own blogs. McKinsey’s blog covers a wide range of topics including mergers and acquisitions, analytics, risk management, sales operations, and more.

Post you should start with: Better forecasting for large capital projects

You’d be hard-pressed to find an industry with more variables, at least when it comes to proposals, than construction. The larger the project, the more difficult the bidding process. Most (we hope) companies don’t want to underbid, but all too often, it happens. This blog post explores the psychological factors behind underbidding.

“Why do project planners, on average, fail to forecast their effect on the costs of complex projects? We’ve covered this territory before but continue to see companies making strategic decisions based on inaccurate data. Deliberately or not, costs are systematically underestimated and benefits are overestimated during project preparation—because of delusions or honest mistakes on one hand and deceptions or strategic manipulation of information or processes on the other.” – McKinsey & Company

3. Learning Hub from G2

I am sort of obsessed with reviews. I refuse to try a new hair stylist, dog groomer, or restaurant without first checking their online reviews. I’m that annoying person who scans QR codes in the aisles of Costco or Target to make sure I’m making the best buying decisions.

Before accepting my job with RFPIO, I made sure it was a cultural fit for me and I checked G2 to see what their customers had to say about the platform. G2 is more than a software review site. Its blog is a phenomenal source of information for nearly every vertical and every skill set.

Post you should start with: What is accountability in the workplace? 12 ways to foster it

Most RFP responses require several stakeholders, which is where that unofficial role of ringmaster comes in. Guest blogger Susmita Sarma has several very helpful tips to create accountability in the workplace, which is sure to help you spend less time chasing stakeholders down and more time doing the rest of your jobs.

“In reality, accountability at work is all of the above, which runs like a machine. But if the employees keep no accountability mechanism in place, things quickly fall apart. To avoid this, every employee should be accountable for their own actions at work. It builds confidence within teams and organizations because people know they can depend on one another.” – Susmita Sarma

4. Insight Partners Blog

Do you follow economic or industry news? If not, I completely get it. Sometimes our plates are so full that it’s difficult to see the world outside. Few know more about business trends than venture capitalists, which is why my go-to blog for all things business is Insight Partners.

Post you should start with: SaaS pricing tactics for a high-inflation environment

Pricing is one of the key components of an RFP, and the ultimate component of an RFQ (request for quote). Should you offer the same pricing structure today as a quarter ago? Should you raise prices to cover inflation or lower them to gain a competitive advantage?

“Properly setting prices is an untapped opportunity for SaaS providers to squeeze more value out of what they offer. We often see companies who haven’t touched their pricing for three years or more — which might explain the lack of inflationary growth in the sector. Usually this means companies have built up a significant amount of pricing power through market growth and product improvement which they haven’t yet monetized. While this was also the case well before the current inflationary environment, now the opportunities are even greater — while the risks of not adapting your pricing are more severe.” – James Wood

Best marketing blogs

5. Hubspot Blog

Hubspot is one of the top CRM platforms and it has a strong focus on marketing. Their blog could have gone under the “general trends” category, but I read Hubspot for their marketing tips. In their blog, industry experts discuss everything from a product’s life cycle to how to be more productive.

Post you should start with: 12 free personality tests you can take online today

Aren’t online personality tests so early 2000s? In most cases, I’d agree, but there is value in learning how you tick. By understanding your personality and triggers, you can help establish a more harmonious and productive work environment. And because more data is almost always better, have your teammates take the tests.

These tests are great conversation starters, especially among groups of people who don’t know each other very well. They can help create connections and establish common ground at work. Learning about your colleagues’ personality traits can reveal how each team member prefers to receive feedback and criticism. This can help your team avoid unnecessary miscommunication down the road, as well as lead to more productive projects and meetings.” – Caroline Forsey

6. Seth’s Blog

I guess you could call Seth Godin a marketing guru. He’s a Stanford Business grad, a published author, and a dot com alumnus. Now he blogs. Some of his posts read like streams of consciousness and others like social media posts. I call them bursts of marketing wisdom.

Post you should start with: Contracts and Power

Proposals aren’t technically contracts but many contain the same terms. Who has the power? Would it surprise you to know that the power shifts depending on where you are in the sales cycle? Can you control the shifts?

“In the moment before a contract is signed, the lower-powered party momentarily has more power. That’s because the other entity wants what you have. But as soon as they have it, it’s only the contract that offers concrete protection against future events.” — Seth Godin

7. Martech Blog

The content-rich Martech blog is the leading resource for tech marketers. Their team of marketing professionals blogs about diverse topics such as content strategy, World Cup marketing, and how to survive the death of cookies. They have a robust search engine, so if you have a marketing, or marketing-adjacent, question, just plug your query in to get expert tips. Check the site often as they typically post three or more blogs per day.

Post you should start with: Only 28% of B2B content marketers report having the technology they need

This post caught my attention because it’s one of the many areas where marketers and proposal professionals share common ground. Twenty-eight percent of B2B marketers have the technology they need. Proposal management is somewhat better; 43% say they have the technology they need to perform their jobs.

“The technology issues are likely the results of two things. First, too many B2B companies are letting features and functions determine what’s in their stacks, when it should be determined by their own strategy. Second, they may not understand the level of complexity and amount of resources needed to manage and maintain their martech tools.”

Best proposal blogs

8. Proposal PRO

I’ll be the first to admit that we don’t spend as much time talking about nonprofit grant proposals as we should. Even when taking profit out of the equation, as with any for-profit company, nonprofits still need to create a compelling case for organizations to untie their purse strings. Competing for an organization’s budgeted grant money is challenging. Because you have to demonstrate that your nonprofit meets a donor’s values, a captivating and clear narrative is perhaps even more important than with for-profit industries.

Jodie Eisenberg, the founder of Proposal PRO, specializes in government grants and has more than $500 million in federal grants and contracts under her belt. In her blogs, she shares the tips and tricks to win those super-competitive federal grants.

Post you should start with: 4 ways that grant-writing can ruin your personality

Confession time: one of my closest friends is a grant writer. I can’t tell you the number of times I’ve heard more polite variations on #4, “Don’t talk to me—I’m on a deadline!” Proposal writers of all kinds are arguably some of the busiest in their organizations. Jodie empathizes and offers advice that might help save grant writers from themselves.

“Let’s face it, deadline pressure is a thing, and if you’re still waiting for people to sign documents, provide a final budget item, or just call you back with an OK to submit, things can get tense.” – Jodie Eisenberg

9. Presentation Zen

The first thing that caught my eye with Presentation Zen was, well, the name. I’m willing to bet that your job, like mine, is fast-paced and requires you to turn on a dime. Presentations, where perfection is expected, only add to the stress. Presentation Zen is all about bringing confidence to your presentations by featuring the best advice from presentation experts.

Post you should start with: Pixar Studios *still* offers free storytelling lessons online

You may wonder why I recommended a post about the largest animation studio in the world. I’m not suggesting you include cartoon characters and fantasy in your responses, but proposal writing, like most writing, should offer strong narratives and follow a similar arc to your favorite Pixar movies.

Pixar may be the best at the technical side of animation, but what really made them successful is their understanding of story and storytelling. In an old interview regarding Pixar’s success, Steve Jobs said this: “Even though Pixar is the most technologically advanced studio in the world, John Lasseter has a saying which has really stuck: No amount of technology will turn a bad story into a good story.”

10. RFPIO Blog

I know how it sounds to recommend our own blog, but we’re truly passionate about improving the full-circle RFP process with response management software. That means that within our blog we cover procurement in addition to proposal themes. This broad range of topics helps deepen understanding and collaboration between buyers and sellers. Not only that, but many of the posts in our blog are inspired directly by recent conversations with our customers.

Post you should start with: RFPIO CEO sees opportunity in the changing economy

This post from Ganesh Shankar, CEO at RFPIO, offers a vision of how response teams can help their companies navigate economic uncertainty. Currently, for many, RFPs are manual, time-consuming, painful, and downright annoying — but they don’t have to be. In addition to identifying challenges faced by organizations, the post explores how technology, transparency, and collaboration can drive significant revenue.

“In the grand scheme of things, this is a time when companies are looking for ways to be more efficient. Technologies tend to help companies become more efficient.
Better efficiency doesn’t mean that automation will take people’s jobs. I strongly feel that technology will allow companies to produce more and deliver better outputs with less infrastructure.” – Ganesh Shankar

11. Winning the business

APMP (the Association of Proposal Management Professionals) is the resource for proposal managers and stakeholders. Their blog, not surprisingly, is a wealth of information. Some of it is serious and some is rather tongue-in-cheek although most posts focus on best practices and industry news.

Post you should start with: Is a business proposal different from a marriage proposal?

If you google “proposal,” you’ll find that most dictionaries offer two definitions. One is a written proposal and the other involves a ring and a knee. Is it a reach to compare the two? Winning the Business makes the case that the two types of proposals have a lot more in common than we think.

“This article considers the logical progression of the capture methodology by comparing it with (the) universal experience of personal courtship. Couples go through a multi-stepped process that is remarkably like the four-step capture methodology. Both scenarios have several similarities including a common means to prompt a positive response during the proposal stage.” – Alan L. Lewis, CP APMP

Best writing blogs

12. Grammarly

What do proposal managers and college students have in common? In a word, writing. And in both cases, grammar matters. sixty-two percent of procurement departments say that they regularly receive error-riddled RFP responses. Sadly, grammatical and spelling errors can take a bidder right out of the running, which is understandable since most customers want to see attention to detail throughout an RFP response.

There are several writing and grammar tools online, but I love Grammarly because it covers many of the confusing basics like when to use accept vs. except.

Post you should start with: How to write a great business proposal

Grammarly is far more than just an online grammar checker. Its blog offers real-world advice and business writing tips. Grammarly can help boost your win rate by showcasing your company in its best light. Rachel Meltzer offers guidelines for creating a business proposal, whether solicited through an RFP or unsolicited.

“A business proposal is a document that presents one company’s products or services to another company in detail. Business proposals are often customized for the potential client. It’s a way for the company to market its product and get on the same page as its potential client before they agree to work together.” – Rachel Meltzer

13. Business Writing

While I love Grammarly, its reach is broad. There are tips and tools for students, fiction writers, and writing hobbyists. If you’re looking for something that’s specifically focused on business writing, there’s the Business Writing blog. Like Grammarly, they write entire blog posts covering confusing words like “council vs. counsel,” but their posts all have business angles.

Post you should start with: Is “data” singular or plural? Does it matter?

A tech copywriter, technical writer, and data scientist walked into a bar to ponder the word “data.” Okay, I’m open to suggestions as to a punchline, but a debate over whether “data” is singular or plural could get a little raucous, especially if one of the writers is, shall we say, traditional. Business Writing’s Ryan Fisher tackles that surprisingly controversial issue just to conclude that we’re all right.

“A look at Google’s Ngram graph shows that in American English, while the plural form (the data are) has been predominantly more common, the singular form (the data is) has been rising and is now on par with the plural form.” – Ryan Fisher

 

RFP vs RFQ vs RFI: How response management reflects sales success

RFP vs RFQ vs RFI: How response management reflects sales success

Templates & guides

In an enterprise sale or government bid, you’re likely to run into one or more of the following: request for proposal (RFP), request for quote (RFQ), and request for information (RFI). They all sound similar, but each serves a different purpose. So, what IS the difference between an RFP vs RFQ vs RFI?

It’s an important question, because how your organization responds to these requests has direct implications on your sales process: Improve how you respond, improve how you sell.

What is an RFP?

RFP stands for request for proposal.

For the proposal team, this is the be-all, end-all of responses that stirs up everything you can possibly imagine about your organization. Pricing, functionality, technology, security, company basics, competitive differentiators, case studies, references, implementation, SLAs…phew! As the owner of the RFP response process, the proposal manager must ensure that ALL of these questions are tackled.

For the deal that’s already several touchpoints in the making, this response can either help seal it or kill it for the sales team. The importance of the RFP in the overall sales process varies according to industry. But across the board, it’s one of the touchpoints—along with product demo, pricing, and references—that every stakeholder will take into consideration when deciding on vendor selection.

Bottom line? No matter how awesome a response turns out, it alone cannot win the deal. Alas, a subpar response can indeed kill a deal all by itself.

What is an RFQ?

RFQ stands for request for quote.

If you receive an RFQ, then one of two things have likely happened. One, your RFP passed muster and you’re a finalist. Or two, there never was an RFP and you’re being approached because yours is a known solution for one reason or another. Either way, details are important in an RFQ. The issuer wants to know exactly what they’re getting at what price.

Lean heavily on subject matter experts (SMEs) to ensure accuracy. In some cases, you may need to complete a table of specific line items and include a cost for each. Your industry dictates your details. The point is that you need to be ready to deliver those details in an RFQ. There’s usually no room for creativity like you might have in an RFP. And remember, anything you commit to in the RFQ will have to be backed up down the line during implementation and support. You’re setting up expectations for the customer experience moving forward, after the hand-off from sales.

What is an RFI?

RFI stands for request for information.

There are two schools of thought regarding RFIs. The first school says an RFI is a fishing expedition for organizations who have questions but don’t know who to ask. In this case, RFI responses usually end up forming the basis of an RFP.

The second school says that RFIs are closer to RFQs and are used only with RFP finalists. In this case, the open-ended questions may try to clarify something in your RFP or may give you an opportunity to explain use-cases of how your solution solves specific challenges.

The RFI is usually more casual than the RFQ and will give you room to be creative. In some cases, it can even be your last opportunity to set yourself apart from the competition. End on a high note!

What is the difference between an RFP vs RFI vs RFQ?

Obviously, there are many differences, based on the definitions above. But the biggest difference between these three requests is in the content of your response.

  • RFQs will be structured; content will likely be technical, financial, and legal.
  • RFIs are more casual; content will be more along the lines of solution briefs, case studies, and custom answers to open-ended questions.
  • RFPs will be structured and formal, but they’ll also provide opportunities to show off your creativity and competitive differentiation. Content will be in the form of answers to many, many questions. Hopefully you have an RFP software solution in place to automate and manage content. It makes your life much easier.

Ways RFPs, RFQs, and RFIs help your sales process

Back in the days of paper forms and manual processes, if an RFP was involved, then you could count on a long wait before knowing if you won the deal. That’s not necessarily the case anymore. Digital transformation has introduced three new trends with regards to the RFP as it relates directly to the sales process.

  1. Deadlines are sooner: Issuers expect vendors to have technology and expertise in place to turnaround RFPs faster than ever. Besides, in some instances, the ability to respond fast may be part of an issuer’s filtering process.
  2. RFPs are more complex: Lots of reasons for this. More complex problems, competitive industries that have more vendor options, and the ability for issuers to do a lot of research on solution providers prior to launching an RFP (thanks a lot, Internet) are the biggest, in my mind.
  3. Globally, more organizations and agencies are using them: Actually, there’s a flip side to that idea, too. More solution providers are able to respond to global RFPs. Few of us are limited by borders anymore when it comes to conducting business. If you offer a product or service that the world needs and you can deliver it, then go after the business!

Regardless of your RFP vs RFQ vs RFI predicament, if you work on the following two things, your sales and presales process will be the better for it.

#1 Know your competitive differentiators

There’s a high probability that you will be asked to state your competitive differentiators when responding to an RFP. Here are some examples of how that might look:

  • What is the competitive advantage of your solution?
  • Describe your competitive position relative to your competitors.
  • When comparing yourself to the market, what are the unique selling points?
  • Briefly state how you are differentiated from any competitors.
  • Why should we work with you instead of one of your competitors?

A generic RFP response to any of these will only benefit your competitors who are able to dazzle the issuer with a great response. Instead of using jargon-y adjectives that everyone else uses, focus on demonstrating the value your solution provides.

Knowing company differentiators is half the battle for many organizations—take the time internally to explore what these are and how to communicate them. Once you have these locked down, make sure the best versions are readily available for your team to grab and tailor appropriately.

“A value proposition offers clients something they want and gives them a good reason to choose you over your competitors. In the executive summary and in your full proposal, communicate a strong value proposition that matches your client’s needs and demonstrates your unique offer.”

– APMP Body of Knowledge

#2 Build and use an Content Library

How do you make sure the best versions of your competitive differentiators are easy for your team to grab and tailor? Make sure they’re in your Content Library, of course. It won’t be long before response management software will no longer be a choice; it’ll be an imperative.

Most RFP-specific technologies include an Content Library component. This is where all the content is stored and organized for use in RFPs or other responses, depending on the flexibility of the solution. Much of the content in these libraries exists as Q&A pairs. For the sales process, using AI functionality from an Content Library improves:

  • Repeatability: Build your response process around the foundation of your response management software. It will help establish steps for how you develop a response, access content, and collaborate with writers, editors, and experts time and again.
  • Efficiency: Make everything easier and faster—from finding content and assembling documents, to working with collaborators. Teams that do so are often able to increase efficiency by 40%.
  • Quality: With much of the time-intensive activities of responding offloaded to AI-enabled software and rock-solid processes, you can spend more time on personalizing responses and generating revenue.

Improve how you respond, improve how you sell

We found that organizations using RFP software submitted 43% more responses in 2020 than those without. We also found that organizations averaged a 45% win rate in 2020. From a sales perspective, that’s a huge opportunity for improvement: submit more responses, win more deals.

To learn more about how response management can benefit your sales processes, schedule a demo today!

How to master your SaaS sales process and close more deals

How to master your SaaS sales process and close more deals

Templates & guides

As a member of your SaaS organization’s sales team, you will likely be asked to contribute to software RFP responses—and, you will probably be asked a lot.

Because you prioritize the relentless pursuit of the sale, your time is a rare commodity. By improving your software RFP process, you’ll save time and contribute the best possible RFP responses for your organization. The best possible content is obviously important, being that sales proposals are critical selling documents that impact revenue.

Your job is both a science and an art…selling is a science, and closing is an art. Learn how to master this balance in your SaaS sales process, overcome common obstacles, and close more deals for your organization.

“Today, the sale is won by the salesperson who communicates a story that gets a buyer to imagine new possibilities.” – John Livesay

SaaS sales: Relationships, price wars, and time

We reached out to SaaS salespeople and asked them to describe their top industry challenges. Casey Hill, Sales Executive at Bonjoro, shared his top three hurdles and we shared some ideas for overcoming these sales hurdles to help you succeed.

1. Not hearing back after an initial meeting.

Your follow-up is absolutely critical. You must demonstrate value, and personalize and tailor messaging for your individual prospect. To establish this relationship, you need to demonstrate precisely why they need your solution to solve their problems.

2. Getting involved in a price war.

You are put on the defensive here, but you don’t need to be. Casey says “know the value of your product, and stick to your guns.” Your prospect may be putting you under a lot of pressure, but in the end, the cheapest solution is not always the winner. Show them how your software will directly benefit their bottom line.

3. Knowing where to allocate time when it comes to your pipeline.

Time is money, and nowhere is this truer than sales. Know your statistics, manage your pipeline, and stay organized and proactive. Casey advises using your organization’s top salespeople as a blueprint for success. Learn how they break down their processes. The most successful sales teams know how to balance time management and limit distractions.

Overcoming each of these challenges is a learning experience. Apply these takeaways to your next sales proposal to hone in on the value-add and show ROI potential. With better time management, you’ll have the headspace to make these improvements in your SaaS sales process.

SaaS sales: Listen, be inquisitive, and sell benefits

There’s an old adage you likely already know by heart if you’re in SaaS sales. If the customer says “I’m buying—stop talking,” you’re in big trouble.

We need to let the customer do the talking. This is how we learn what they are looking for in a SaaS solution. The best salespeople are inquisitive. You listen and respond. You want to find out what problem you can solve. Sell them the benefit, not the feature.

How will a given feature of your software increase the customer’s revenue, lower their costs, and save them time? Talk to your potential client about end-users. Target their needs in the conversation.

In the 2019 RFPIO Responder Survey, we asked busy salespeople what their favorite RFPIO feature was. A resounding 93% said the Content Library. It’s a great feature, definitely—but how do you sell that? You could point out what the Content Library does in mechanics and specifics. However, the real win lies in selling it as “an efficiency.”

RFP response automation is a winning solution. When you save a salesperson’s time, they can focus more on selling, thus also affecting the bottom line. Now you’ve sold them on saving time and increasing revenue.

Apply these principles to your next RFP response. If you allow your prospect to do the talking and find out their greatest need, you’ll walk in their shoes and know which benefits will best appeal to them.

Take the next step in mastering your SaaS sales process. Find out how RFPIO can help.

10 financial services RFP insider tips for an effective process

10 financial services RFP insider tips for an effective process

Templates & guides

57% of proposal managers share the same goal…improving the proposal management process to save time.

In the financial services industry, proposal management is still paper-based for many organizations. With digital transformation happening all around us, the opportunity to advance your RFP response process has never been higher.

Chip Kispert is an experienced consultant who has dedicated over 20 years to analyzing and improving the financial institution marketplace. He is the Founder and Managing Partner of Beacon Strategies, a premier consulting firm serving broker-dealers, asset managers, and supporting vendors since 2006.

Before you respond to your next round of financial services RFPs, read these insider tips to understand the nuances of your industry and discover new ways to save time through an effective process.

chip kispert

RFP financial services insider tips to practice

1. Take care of your RFP Content Library

One of the biggest challenges for our broker-dealers is taking care of their data. Keep your data organized, so you get to a point where you can compare that data and make it stronger. As a proposal manager, your RFP Content Library is a prime opportunity. This content is some of your most valuable data.

2. Structure RFPs from a quantitative standpoint

Have an answer set that is quantitative, rather than qualitative. Of course, qualitative is important for supplying additional concepts and context, but structuring your RFPs from a quantitative standpoint gives you something to measure. And you measure it with ease if you have an organized platform like RFP software to do the work for you.

3. Turn to the subject matter experts for guidance

Being the lead of your organization’s financial services RFP responses might be a new process for you. RFPs are complex in your industry, with questions about information security and GDPR becoming increasingly common in the vendor selection process. Always engage subject matter experts (SMEs) to get the most accurate response.

4. Have discussions about sales opportunities

Over the years you’ve seen a lot of RFPs that have been won because of the relationship. The relationship is important. But sometimes down the road, key pieces of the puzzle pop up and cause issues. It’s important to get all those elephants in the room during the sales process. Work together on organizational improvement by having open discussions.

5. Embrace RFP digital transformation

The first iPhone was released twelve years ago—look at the digital transformation you experienced with this tool since then. Digital transformation supplies the ability to repeat a process. When you embrace digital transformation with RFPs, you gain a sustainable RFP response process and become more effective and efficient.

6. Support digital transformation with RFP software

In our experience, very few Finserv organizations are using RFP software today. RFP software lets you use technology to adapt to the plug-and-play environment we live in. You quickly select a pre-packaged RFI (request for information) response that you can build upon. At the end of the day, RFP software supports your digital transformation.

7. Develop a data-driven RFP response process

Having a consistent RFP response process is key for your entire proposal management team. You also want your data to have quantitative packaging, with supporting qualitative explanations. A modern-day RFP process blends the quantitative with the qualitative to appeal to multiple personas inside and outside your financial services organization.

8. Gamify the RFP experience

When conveying your quantitative data in a financial services RFP, gamify the experience for your prospect. Give them results and trends shown in graphs and quadrants. Not only do proposal graphics break up your content, but they also present information visually to make a bigger impact.

9. Summarize content for decision-makers

Executives and decision-makers don’t have time to review 82 documents. Make it easy for them to choose you during the vendor selection process. Quantify and summarize at every turn. Be concise with your RFP responses and include data that is highly relevant to your prospect.

10. Take a look at what you’re trying to accomplish

Just because you’ve always done something a certain way, doesn’t mean it’s the right way to do it tomorrow. What are you trying to accomplish? What resources do you need to deploy? If there is an option to minimize resources you have to expend, take it—especially if it gives you a quantitative perspective, one that measures in addition to supporting context.

Now you have the RFP financial services insider tips to make your response process more effective. RFPIO is here to support your digital transformation and save you time…schedule a demo to get started.

15 RFP responders explain how to craft a winning RFP response

15 RFP responders explain how to craft a winning RFP response

Templates & guides

RFP responders and issuers spend a lot of time in a world of documents that determine important business outcomes. Rarely do these professionals speak candidly with one another about the RFP response process—which is why we brought both parties together here on The Responsive Blog.

Recently 10 RFP issuers revealed their definition of a standout RFP response. This time we asked RFP responders to chime in with what it takes to craft a winning response. Enjoy this insightful content advice from 15 RFP responders in the trenches.

Content advice from RFP responders in the trenches

Brian Fleming, General Counsel and Proposal Management Specialist at CaseWorthy

It starts with an excellent executive summary. Know exactly what the client is struggling with (current state) and what they seek to accomplish with the procurement (future state). The executive summary should have a simple structure that addresses how the vendor’s solution will not only accomplish the future state but exceed even the loftiest of future state aspirations.

The rest of the proposal should use the executive summary as a jumping off point for explaining how the vendor’s solution will be the best choice, all the while erring on the side of brevity and responsiveness with the supplemental strategies needed to win the deal.

Hope Sutton, Marketing Communication Coordinator at Alera Group

Excellent RFPs are driven by personalization. From the cover page to the content inside, the entire RFP needs to be prospect/client centric. Going the extra mile to show the company that you are tailoring your approach to their needs is a must in today’s competitive market.

David Rynne, Presales Global Content Specialist at Basware

A well-executed executive summary is like a good subject headline. Your executive summary must be personalized for your buyer personas with solutions to their unique challenges, or else it doesn’t give the prospect a reason to read further.

The executive summary is there to position your company as a problem solver that offers multiple benefits and value. The rest of the RFP is structured the same—and reiterates the bullet points of the executive summary, but in more detail.

Erica Taylor, Co-Founding Partner at TINSEL Experiential Design

  • Provide a working project timeline to the clients, which demonstrates the feasibility of your team’s involvement and insight into your team’s process, systems, and action steps.
  • Re-articulate KPIs and success metrics—if applicable, include other measurable data points that might be valuable and prove the ROI of the project.
  • Whether it’s requested or not, share other projects and case studies with proof points that share the same aesthetic style or scope. This helps clients feel secure in the fact that you have the experience and expertise needed to get the job done.
  • Include a section to reflect open questions, which demonstrates that you are thinking deeply and analytically about the project proposed in the RFP.

Tyler Sweatt, Managing Partner at Future Tense

Context and clarity will set your RFP responses apart. Too many organizations respond to RFPs with canned marketing language and limited substance, making evaluation and differentiation extremely difficult.

Contextualize your response to the actual challenges the organization you’re responding to is facing. Show them you understand how your solution must fit into their environment. Make it clear that your solution or approach is credible and relevant through cases studies or supporting data.

Frank Oelschlager, Partner/Managing Director at Ten Mile Square Technologies

To make an RFP response truly stand out, it must not only meet the bar for completeness, content quality, and qualifications—it must also provide detail into both “the what” and “the how.”

The best way to offer this detail is by directly connecting the proposed solution to the various parts of the problem statement and requirements laid out in the RFP. Create a narrative that allows the buyer to visualize their success as a result of your partnership.

Greg Githens, Author at Catalyst & Cadre

The strategic thinking micro skill of empathy is critical to a good response. Make your potential client the hero of the story. Show that you have an adequate understanding of the client and their business environment. Imagine the RFP issuer reading your proposal with a compliance matrix next to them, where they first evaluate whether you understand their needs then how well your offer fits.

Walter Wise, CEO at The BPI Strategy Group

Respond to every requirement, providing the exact information requested, using the format that was requested. Write in layman’s terms, typically 10th to 11th grade level, as that is easy to understand by the evaluators. I don’t use fancy covers, but I do use Johnson Boxes and specific proposal graphics when practical.

Ingrid Christensen, President at INGCO International

  • Give yourself enough time. It usually takes double the amount of time to prepare a quality response than you estimated.
  • Research who is on the decision-making panel and figure out their pain points. Customize your proposal to hit all the details requested in the RFP and tailor your communication to address all pain points.
  • Take time to read, reread, and reread again. Make sure you have several team members review the entire document.
  • Deliver at least a day early. You don’t want all of your hard work to go down the drain because your RFP didn’t arrive on time.

Rafe Gomez, Co-owner at VC Inc. Marketing

Don’t feature verbose, unnecessary, or extraneous components that make absolutely no sense from a selling perspective. You don’t need to tell the whole story—just tell enough to hook your prospect. By describing the exclusive benefits your organization can deliver as quickly, concisely, and convincingly as possible…you’ll have greater potential to win the deal.

You Might Like: 10 RFP Issuers Reveal What They’re Looking for in an RFP Response

Diane Callihan, President at Callihan Content Creation

I always feel a bit sorry for the person who has to wade through a number of RFP responses, because they are typically so dry and boring. To stand out, I make my RFP responses fun to read—not being afraid to include some personality, attitude, and humor. My agency was awarded a large project, and the client said it had a lot to do with the fact that my proposal made them laugh.

Joe Marchelewski, Sr. Account Manager at Juris Productions PR

Being meticulous with the response is absolutely necessary. Do your homework on the company. What exactly are they asking? Who has represented them in the past? What kinds of clues can you find from their prior representation? RFP responses need context. Context only comes from understanding…which only comes from research.

Ken Gaul, Director at Source One

Understand that there is a certain amount of “checking the box” that needs to be done. Answer the face value question concisely, then springboard into your solution to the question(s) behind the question. Beyond what your prospective customer is asking you for, what should they be thinking about?

To rise to the top of the scorecard, you need to be competitively priced but you also need the prospect to feel that you understand their challenges innately, and that you can guide them to the ideal solution. The premise is that your solution is the ideal one, and they just don’t know it yet.

This is, of course, assuming that you’ve already done your due diligence and qualified the opportunity. Is the person running the RFP going to properly represent your solution to the true decision makers? If not, maybe pass on it. Your time is better spent on prospects with whom you can develop a relationship.

Tamara Van Meter, Firm Principal and Head of Interior Design at SMBW

  • Follow their lead. Use the client’s RFP format, including the order and terminology, to make it easy for them to read and evaluate.
  • Incorporate performance results from past projects to demonstrate the value you bring to the table.
  • Avoid oversaturating each page with text. A good practice with proposal formatting is to use photographs or graphics with no more than three supporting points for a clear and succinct message.

Lisa Rehurek, Founder and CEO at The RFP Success™ Company

Give prompts to your technical writers for each question. Make it easy for them to give you what you need, and help them in the process. Prompt them with how to answer the question with more detailed questions, or provide them with a table that outlines exactly what information you want them to provide. This keeps them focused, it gives you more consistency across multiple technical writers, and it makes the process simpler on them.

Looking for ways to improve team collaboration for stronger RFP responses? Start using Responsive to craft winning content with your team.

11 candid healthcare sales lessons explained by a nurse

11 candid healthcare sales lessons explained by a nurse

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You’ve been in healthcare sales for years, but do you really know how to sell to the people who work in healthcare? Whether you are responding to a healthcare RFP or following up with a prospect early in the sales conversation, it takes finesse and commitment.

Michelle Katz is a well-known healthcare advocate, author, and nurse—and she is the Chief Health Information Officer and Senior Vice President of Communications at F1 HealthIT. Also known as Nurse Katz, Michelle has appeared on the “Real Money” segments of ABC World News Tonight in addition to the “Doc on a Dime” segment on The Doctors Show.

nurse katz
For the past 15 years, Michelle has seen the other side of the sales cycle, approached by countless salespeople from tech companies who wanted to sell their solution. Listen closely…what follows are 11 candid healthcare sales lessons told from a nurse’s perspective.

Healthcare sales lessons from a nurse’s perspective

1. Know what’s important

Know what’s important to your prospect in terms of healthcare. At your prospect’s hospital, is their primary focus cancer patients or women’s health? Stick to their focus, rather than the whole scope.

2. Know your product

It may sound weird to say “know your product,” but I find a lot of salespeople come in and they really don’t know their product. If you know what’s important for the healthcare entity you’re pitching to—and you know your product—you can home in and not waste your time or their time.

3. Know the personalities

Get used to the personalities so you learn what your prospect is comfortable with. Some clinicians are dead set against technology. I’ve seen doctors retire early because they don’t want to deal with new technology.

As I nurse, I can tell you if it’s more than one click, you have a lot of explaining to do. Truthfully, this complex, multi-click software of yours better be able to wash our scrubs at the end of the day.

4. Know the end-users

When deciding on a solution, bring key leaders from different departments together. A CIO might think a product is fantastic, then the doctors and nurses sit there and say: “This technology is not important to us.” Salespeople need to listen to the clinical folks, not disregard them.

5. Know budget cycles

You can be the best salesperson in the world, but you won’t even get in the door if you don’t know the hospital’s budget cycle. You might come in too late, when they have already budgeted for their year—or six years out, or even 15 years out. Unless they get a grant, or some big money falls in their lap, you’re done.

You Might Like… Healthcare RFPs: Build Trust Through Authentic Storytelling

6. Know the priorities

For almost any healthcare entity, everyone is ramping up their security. More hospitals are going to be hacked in the next five years than ever before, because ransomware is getting better and better. Now security is in the top three for hospital priorities, up there with HIPAA compliance and interoperability.

7. Know the Chief Medical Officers

Chief Medical Officer (CMO) positions are becoming increasingly popular. CMOs are the doctors and nurse leaders you need to include in decision-making conversations. If you don’t have the CMO’s consent, you will not move forward in the sales process. CMOs know exactly what kind of technology solutions they need to do their job.

8. Know the background

Do a little bit of reading before you pitch something to show that you have an interest in the healthcare entity. I can’t tell you how many times a salesperson has pitched me something that we were already doing at our hospital. All they had to do was read our website to find that information.

Check content publication dates too—otherwise you might watch an old YouTube video and pitch a solution to a problem your prospect solved eight years ago.

9. Know their value

Anyone who’s in the buying position in healthcare is often willing to listen to learn more about the solution you are selling. But, you have to be considerate of your prospect’s time, especially in the medical field.

Five minutes is very, very valuable for a clinician or a doctor who has patients to care for. You’ll get more respect if you take that into consideration and value their time.

10. Know your value prop

What’s good for one person is not always good for another. No matter how fantastic you think your product is, think of what makes your product different and valuable for them.

What technology will appeal to the nurse who is the head of the maternity ward? What solution will work best for the ER doctor working 24/7? Show the value from a medical standpoint, which also means showing some knowledge.

11. Know the commitment

I know you have deadlines, I can sniff out your sales goals a mile away, and I know when you want to sell anything you can or run. I just want you to educate me.

It’s not going to happen overnight—I may not have the budget this year, but your solution may be really interesting to me next year. If you stay on top of the latest regulations on Capitol Hill, educate me about new technology, and keep in touch with me, your product will be pushed to the top of the list.

Now you’ve seen the other side of the healthcare sales conversation. With RFP software, your best content is always accessible and customizable. Start showing your organization’s value with more personalized healthcare RFP responses.

Healthcare RFPs: Build trust through authentic storytelling

Healthcare RFPs: Build trust through authentic storytelling

Templates & guides

“96% of top-performing marketers agree their organizations have built credibility and trust with their audience.” So, why should healthcare RFPs be any different?

A written document like a request for proposal may not appear to have the same pizzazz. However, an RFP response holds just as many creative possibilities as other types of content you produce. Additionally, healthcare RFPs are a revenue-generating opportunity with the potential to make a positive impact.

Healthcare continues to evolve rapidly while newer, more advanced organizations rise up to take hold of the industry. With that acceleration and competition, there is more pressure for your marketing team to perform.

RFP responses provide an opportunity to stand out in your evolving, competitive industry. With a focus on authentic storytelling in your healthcare RFPs, you’ll build more trust and increase your win potential.

“When you’re in the healthcare industry, you’ll be competing against other firms that have a lot of the same experience and knowledge that you have. You can all do the job and meet the requirements of the RFP. But how are you going to really stand out? One word: Trust.” – Lisa Rehurek,  Founder of The RFP Success™ Company

Healthcare marketing complexity with content creation

Healthcare marketers experience similar challenges to peers in other industries. The major difference is an added layer of complexity, thanks to strict compliance and heavy regulations. This has a direct impact on the content you create, including RFP responses.

Marketing Manager of TheraSpecs, Greg Bullock said his top content challenges are:

1. Communicating medical information in an authoritative way…with a user-friendly approach.

Medical content can be cumbersome, confusing and ultimately frustrating for the end user, which requires brands to communicate information in an approachable way. If you simplify too much, you lose the authority and expertise that is critical to establishing a strong reputation.

2. Keeping information medically up-to-date and accurate.

Generally, it is always a challenge to regularly update content and ensure that the information is still accurate. However, healthcare organizations have particularly unique issues given the wealth of new medical studies and anecdotal expertise that emerges regularly.

When responding to RFPs, you likely see similar content challenges arise. You need to make sure content is current and correct. You must strike the right balance between competence and conversation. You need to have branding that is clear and consistent.

Hit all of these marks and you are on your way to demonstrating why you are the partner they can trust. 95% say that if they trust a company, they’re more likely to be loyal patrons.

Building trust and credibility in healthcare RFPs

“When you’re in a highly technical industry like healthcare, there’s more to what you can bring to the table than just the specifications and requirements of the RFP. Healthcare companies and entities are under a lot of stress to keep up with regulations, compliance issues, stakeholder involvement, political ramifications, the list goes on.”

Lisa Rehurek, founder of The RFP Success™ Company and host of The RFP Success Show, has experienced the complexities of healthcare RFPs firsthand. She has long been a champion of responding to RFPs. Lisa continually encourages any organization bidding on RFPs to excel at building trust over and above their competitors.

“Yes, they’re looking for specific knowledge and expertise, but they also want a lifeline. Weaving in stories, writing in a more conversational tone, being authentic in your response to really get to the emotion of it, will help them visualize that you will be that lifeline. And with that, they can exhale. Trust is built.”

RFPs in healthcare: Bring your authentic voice forward

As a marketer, you’re creative by nature. If you look at your other marketing campaigns, you unearthed stories to communicate more authentically with your audience. You can achieve the same with your RFP content.

Ready to bring your brand’s authentic voice forward? Give these RFP components your full attention to build trust with your prospect and make their buying decision easier.

  • Cover Letter – Reveal key benefits they will experience while working with you and show your excitement for this future partnership. Use the client and company name often to personalize.
  • Executive Summary – Hook them with an opening statement about your solutions and explore the backstory of your company: mission, history, and purpose. (Once again, use the client and company name often.)
  • Our Approach – Explain your methodology and how your solution benefits your customers. Include relevant customer stories or testimonials for validation, focusing on the process and results.
  • Competitive Differentiators – Call out why they should work with you instead of one of your competitors, using comparison data and visual aids. It’s not a time to bad-mouth your competitor—just show you are the best choice.
  • Support / Customer Service – Highlight customer support offerings (help center, ongoing training, or educational webinars, etc). Insert customer story or testimonial that talks about their experience working with your team.
  • Brand Consistency – Not a section per se…brand consistency must be strong throughout. From messaging to design language, “on brand” content helps you earn trust.

Working in healthcare marketing is not a pass to create content without a pulse. Yes, you need to meet specifications and requirements. And sometimes, messaging might seem a little flat compared to more provocative industries.

At the end of the day, the goal is to show the human side of your brand and build a high level of trust with your prospect. Challenge yourself to make your healthcare RFPs better—more relatable, more relevant. Every RFP response is your chance to have a genuine conversation and to tell a story.

A response management platform ensures you have your best storytelling moments readily available. Schedule a demo of RFPIO to make a bigger impact on your next healthcare RFP.

The 6-step IT RFP response subject matter expert guide

The 6-step IT RFP response subject matter expert guide

Templates & guides

The IT sector is highly competitive and innovation is the currency that separates successful technology companies from the rest. Maintaining innovation was even revealed as one of the top 5 challenges the tech industry needs to be prepared for.

Tech industry organizations must maintain a balance, continually innovating to gain a competitive edge with their products or services while using the latest technologies for optimizing their internal operations.

As a Subject Matter Expert (SME) at a technology company, your expertise is often called upon to help maintain that balance. It is especially valuable when new business is on the table and your knowledge elevates the quality of an IT RFP response.

In the following IT RFP response guide, you’ll learn the most efficient methods for contributing to your organization’s success. The next time your expertise is summoned for an RFP, you’ll be ready.

The IT RFP response guide for SMEs

1. Show more value to your revenue team

What’s the main difference between top-performing SMEs and average SMEs? They show more value by directly contributing their expertise to the organization’s revenue-generating objectives.

Responding to RFPs is one of the key opportunities for winning new business. Revenue teams include people from sales, marketing, support, and customer success. An SME at a technology company is also part of this revenue team. Their contributions are needed to refine details that can influence a deal.

You’re busy. Revenue is only part of your overall responsibilities. If you are willing to make time to contribute to revenue-generating objectives like RFPs, you’ll show more value to both your revenue team and your organization.

2. Make the process more efficient with technology

On the heels of participation in the process comes a willingness to make the process better than before. Technology is often the missing ingredient for continued innovation. Ironically, technology organizations and IT teams are stuck in the old, manual way of response management. They live in spreadsheets and Google folders instead of a technologically advanced platform.

A response management platform like RFPIO saves companies time and resources when they are responding to ANY type of business query. That business query could be an RFx (including RFPs, RFIs, etc.) or any form of security questionnaires (Security Questionnaires Lite, VSAQ, CAIQ, VSA, etc.). That business query could also be the repetitive technical questions you receive from your sales team.

No matter the type of response, using technology like a response management platform offers a single login application for you to quickly locate, filter, and populate the answers to these questions. It also integrates with popular solutions (like Slack, Salesforce, Sharepoint, and Microsoft Teams) to improve collaboration.

Discover Your Time-Savings Potential with Our ROI Calculator

3. Communicate to keep the RFP project on target

Often you are the one creating highly technical content within an RFP response. Be clear on the requirements so you understand exactly what the issuer needs to know. If you reuse an older response that doesn’t meet that requirement, then you might affect your organization’s chances of capturing new business.

Being that the tech space is so competitive, another company is typically right behind yours all the way through the sales process. Before diving into your response or section, clarify the details and language with your proposal management lead—or connect with the issuer directly.

4. Position your organization as a security expert

Security-related questions are becoming an everyday occurrence in the high-tech space. Because you’re the technical subject matter expert, security questionnaires inevitably end up “on your desk.” While these can be daunting documents, it’s also easy to understand that the issuer is only doing their due diligence before committing to a vendor partnership.

To put your potential partner at ease, you’ll want to show that your organization takes their security seriously by taking security questionnaires seriously. Since these vendor assessments often have hundreds of questions, your best bet is to lean on a response management platform to bulk-answer and import/export smoothly.

“RFPIO helped us build a scalable, repeatable process for handling a large number of RFPs, IT security questionnaires, due diligence forms, and vendor applications. This system allows us to easily invite multiple contributors, authors, SMEs, and reviewers at a Project, Section, and Questions level.” – Gavin O’Donoghue, Global RFP Manager at Cision

5. Participate in the review workflow

Before you are brought into the RFP response process, a typical RFP has been touched by a group of people, possibly including: a proposal writer, a proposal manager, a sales manager, and a marketing manager. It’s your responsibility to ensure relevancy and accuracy with technical responses whenever a non-SME drafts the content first.

The review process can be confusing and you may not know where your place is within that workflow. Rather than skipping the review cycles in favor of other priorities, be the SME that establishes some ground rules so everyone is clear on timing. If your organization is missing an RFP response process, use this one as your guide.

6. Keep the best content relevant

Over time, every business evolves. But a technology company evolves even faster. Successful response management is rooted in consistent content management. Having a centralized knowledge repository is a step in the right direction. Maintaining that repository is the next—often forgotten—step.

RFPIO offers an Content Library for storing and organizing all of your responses. A quarterly content audit should be performed to keep company information updated. To audit your content consistently, simply set up custom reminders at a cadence of your choosing.

Even if you have a proposal manager who handles content audits, that person will not know the latest technical info like you do. By stepping in to regularly help with content audits, you’ll make the process faster the next time a business query arrives. Content will be current, so you can customize and plug in responses without starting with a blank page.

Now that you have the IT RFP response guide in your hands, let’s show you how a response management platform like RFPIO helps you succeed in your role. Schedule a demo right here.

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