How to Write an Effective RFP Response Email (Examples)

Table of Contents

• What Is an RFP Response Email?
• How to Reply to an RFP Invitation
• Do’s and Don’ts for Responding
• 4 RFP Email Examples to Copy
• FAQs

Good news! 🎉 You just received a request for proposal (RFP) from an ideal client, and you’re eager to let them know that you’ll be submitting an RFP response. 

But wait–don’t hit send just yet. A lot is riding on this email.

This first interaction will set the tone for the entire RFP process. It’s your chance to:

• Make a memorable first impression
• Show you’re serious about the opportunity
• Build a trusting relationship with the client

Read on to learn how to write an effective RFP response email that does all of the above. Plus, grab four ready-to-use templates for your next RFP invitation.

So, What Is an RFP Response Email?

An RFP response email is a vendor’s first communication after receiving an RFP invitation from a prospective client. Its purpose is to acknowledge receipt, confirm interest in submitting a proposal, and request additional details needed to proceed.

While it may seem like a quick formality, it’s your official chance to say, “We’re excited about this opportunity–and we mean business.”

An effective RFP response email is:

• Prompt → to show you’re responsive and respectful of timelines
• Thoughtful → to show you’re paying attention to the details already
• Professional → to show you’re a capable and reliable partner

In short, writing an effective RFP response email helps you maximize vendor RFP engagement and build rapport with your prospective client from the start.

Why the RFP Response Email Matters

An RFP response email may seem like a simple acknowledgment—and, in many ways, it is—but it’s also more than that: It shows the client that your team is organized and professional. A prompt and thoughtful reply builds trust and can set you apart from competitors right away.

Here’s why your RFP response matters:

• First impressions: Your response sets the tone for all future interactions.
• Professionalism: It shows the client that your company values their time and project.
• Vendor engagement: Early communication can encourage strong engagement throughout the RFP process.

By writing an effective RFP response email, you can maximize your vendor engagement and build rapport with your prospective client from the start.

Moreover, some companies will only share the actual RFP once you confirm your interest in participating in the process. They may also require you to sign a legal NDA before they are willing to share the RFP.

Pro Tip: Before you respond, make sure you work through pwin calculations and go/no-go decision-making to ensure it’s worthwhile to bid on the RFP.

How Do You Reply to an RFP? Create a Email Template

Just like an RFP response template, having a go-to email for acknowledging receipt of an RFP is helpful because it provides a starting point you can quickly personalize for each client (a huge time-saver if you receive multiple RFP invitations per week).

Your RFP response email template should include:

1. A Clear Subject Line

No need to be creative. Simply include key details like the RFP name and your company name so the client can quickly recognize and file the email. For example: “RFP Receipt Confirmation – [Your Company Name]” or “Acknowledgment of RFP – [Project Name].”

2. Confirmation of Receipt

Clearly state that you’ve received the RFP and have reviewed it. If applicable, mention who on your team will be the main point of contact throughout the RFP process.

3. A Genuine Thank-You

Express gratitude for the opportunity. A quick “Thank you for considering us for this project” goes a long way in making the client feel valued and appreciated–long before they do business with you.

4. Interest in the Project

Briefly highlight your enthusiasm for the opportunity and how the project aligns with your team’s strengths. This helps reinforce that you’re not just going through the motions—you’re excited to partner with them.

5. Closing and Next Steps

Let the client know what’s coming next, whether it’s confirming your intent to bid or submitting your proposal by a specific date.

Key Do’s and Don’ts for Responding to an RFP Email Invitation

Responding to an RFP invitation might seem like a simple step, but it can start you off on the wrong foot if your message is too long, too cold, or missing key details.

Let’s look at the do’s and don’ts of responding to an RFP email invitation:

Do: Keep it Clear and Concise

Now’s not the time to share the contents of your proposal executive summary or RFP cover letter—save the pitch for your actual RFP submission. Instead, focus on the essentials: acknowledge receipt, show gratitude, and express interest in the project.

Don’t: Being Too Rinse and Repeat

While having a template for this type of communication can be helpful, it’s important to avoid sounding like you’ve simply copied and pasted from another RFP invitation. Be sure to specifically acknowledge this RFP and steer clear of a cookie-cutter response that could come across as indifferent to the opportunity.

Do: Personalize the Email

Whenever possible, personalize your email by referencing details specific to the client’s project, industry, or company. Pro tip: A smart way to do this is by highlighting your relevant expertise, such as: “We’re excited about this project because we recently helped [Company Name] achieve [outcome] through a similar initiative.”

Don’t: Fail to Mention the Deadline

Failing to mention the submission deadline can give the impression that you’re not taking critical timelines seriously. Plus, it’s in your best interest to confirm the date because it gives the client a chance to flag any updates, such as a revised or earlier deadline, that you might have otherwise missed.

Do: Be As Prompt As Possible

Of course, your team may need time to properly conduct a go/no-go decision before committing to the RFP, but that shouldn’t delay communication with the client. Even a brief acknowledgment of receipt (see email example below) is better than radio silence, simply because a prompt reply signals professionalism.

Don’t: Give Too Much Information

Your RFP response email is not your official RFP response. While it’s natural to feel excited about the opportunity, resist the urge to overshare. The client isn’t expecting detailed information yet, and without a fully developed strategy, you risk sharing something premature or making a promise you cannot keep.

Do: Use a Professional Tone

It’s great to express enthusiasm, but be sure to keep your tone polished and respectful. Avoid gushing or using overly casual language that might undermine your credibility. Remember, this is often your first impression, so strike a balance between being friendly and professional to build trust from the start.

Don’t: Forget to Proofread

Even a small typo or grammatical error can make you appear sloppy and careless, causing the client to question the quality of your work. Just like the proposal, always take a moment to proofread before hitting send, paying extra attention to the correct spelling of the company’s name and the recipient’s name.

Putting it All Together: Four RFP Response Email Examples

Not every RFP invitation email requires the same response. That’s why it’s best to have a few templates ready for different scenarios, which we’ve crafted for you. 

Feel free to copy and paste these RFP response examples:

Example #1: You Want to Get Clarification

Use this template when you’ve reviewed the RFP thoroughly but still have a few questions, and there’s no formal Q&A in the procurement process.

Example #2: You Haven’t Received the RFP Yet

Use this template when you’ve heard about an upcoming RFP but are still waiting on the official document and want to show early interest in the project.

Example #3: You Want to Win the Contract

Use this template when you’ve received an RFP from a returning client or ideal customer, and you want to show strong interest in securing their business.

Example #4: You Want to Pass on the RFP

Use this template when you’ve decided not to submit an RFP response, but want to maintain a good relationship with the client for future work when the timing is right.

Now You’re Ready to Send Your RFP Response Email

Whether you’re asking for clarification, confirming your interest, or respectfully bowing out of the bidding process, your RFP response email is an opportunity to showcase professionalism and commitment. By following the tips and examples above, this simple message will set the stage for a successful RFP response.

FAQs