Best Foot Forward: How to Write an Effective RFP Response Email

The primary purpose of an RFP response is to confirm receipt and express interest in the project. When you receive an RFP invitation email, the first interaction with the prospective client is crucial. The RFP response email is a professional acknowledgment that sets the tone for future engagement.

In this blog post, we’ll walk you through the key components of an effective RFP response email, share RFP response examples, and offer best practices to help you maximize your chances of winning the contract.

Effective communication throughout the RFP response process is crucial for maintaining clarity, transparency, and professionalism. Here’s a breakdown of the key communications involved:

• 🫡 RFP response email (what this post is about!): The first step in the communication process is sending the RFP response email. This email acknowledges receipt of the RFP and expresses your interest in submitting a proposal. It may also include a request for additional information or clarification regarding project requirements, deadlines, or specific details outlined in the RFP.
• 🤔 RFP clarification communications: As you prepare your proposal, you may need to seek certain clarifications from the client. This step involves asking specific questions about the RFP to ensure you fully understand the project’s scope and requirements. Clear and concise communication during this stage helps avoid misunderstandings and sets the foundation for a strong proposal.
• 📄 RFP submission email and cover letter: Once your proposal is finalized, the next step is to submit it officially. This step involves sending an RFP submission email that includes your proposal document and any required attachments. Accompanying this email should be a cover letter that introduces your proposal, summarizes your qualifications, and emphasizes how your solution aligns with the client’s needs.
• 🙂 Optional follow-up email (after the decision deadline): If you haven’t heard anything after the decision deadline has passed, it may be beneficial to send a follow-up email to the client. This email can express gratitude for the opportunity to submit a proposal, ask about the timeline for their decision, and offer to provide any additional information if needed. It demonstrates your continued interest and professionalism, keeping the lines of communication open.
• 🏆 After winning the RFP: If your proposal is successful and you win the RFP, it’s essential to follow up with a congratulatory email to your team and a formal communication to the client. This email should express appreciation for their confidence in your organization and outline the next steps in the project kickoff. Open and collaborative communication sets a positive tone for the upcoming partnership.
• 🙏 After losing the RFP: If your proposal was not selected, sending a thank-you email to the client for the opportunity to respond is a good move. You may also request feedback on your proposal to understand areas for improvement. This demonstrates professionalism, opens the door for future opportunities, and fosters a positive relationship with the client.

An RFP response email is your initial communication after receiving an RFP invitation from a prospective client. The goal is to acknowledge the RFP, express your interest in submitting a proposal, and request any additional information you may need to complete your response. This email establishes professionalism and sets the stage for the RFP process.

In many cases, this email is the first impression the client will have of your company, so making sure it’s clear, concise, and respectful is essential. Below, we’ll break down the elements to include in your RFP response.

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.

Assuming you want to proceed with bidding on the RFP, here are the components of your RFP response email.

Note: If you decide not to proceed (for whatever reason), there’s a template for that further down!

Your subject line should be direct and clear. This ensures the email is easily identifiable in the recipient’s inbox.

Address the client or procurement officer by name and thank them for the opportunity to respond to the RFP invitation. Confirm receipt of the RFP and either express your company’s interest in responding or explain that you will not be responding to the RFP.

This section allows you to briefly highlight your expertise and enthusiasm for the project. Mention similar past projects and align your company’s services with the main service or mission statement of the client company.

Remember: The procurement officer’s goal is to drive vendor RFP engagement to ensure they get ample, high-quality bids. Demonstrating your enthusiasm helps reassure them it’s working!

The prospective client may or may not have shared the actual RFP with you at this stage (some require an NDA before they’ll share it). If they have shared the RFP, take some time to review it and make sure you are clear on the details.

If any details in the RFP are unclear, now is the time to ask for further information. Be polite and concise in your request. Example: “Could you please provide further clarification on the project’s submission deadline?”

However, it’s worth also checking if the RFP outlines a process for questions. If it does, you can hold your questions for that step in the process.

Reiterate your excitement to participate and confirm your next steps. Provide your contact details for future correspondence.

Responding to RFP invitations is a simple step. Just like RSVP-ing to a party, it is a courtesy that sets a tone of mutual respect from the get-go. Here are some tips to consider:

Now is not the time to give away the contents of your cover letter or executive summary (save those for the actual RFP response submission). Instead, stick to essential information: Acknowledgment, interest, and any necessary clarification. Use direct language to ensure the client understands your intent.

Where possible, personalize your email with information specific to the client’s project, industry, or company description. Mentioning similar past projects or clients from the client’s industry can make a strong impression. And always address the email to a real person, not a generic Sir/Madam.

Responding quickly to RFP invitation emails demonstrates that your company is professional and values the client’s time. Delaying your response can create doubts about your reliability.

However, do make sure you’re committed to the RFP response before communicating your positive intent: Jumping in with both feet only to jump out again quickly spells a lack of professionalism!

While it’s important to express enthusiasm, maintain a professional and respectful tone throughout. Avoid gushing or using overly casual language that may reduce your credibility.

While you may want to impress the client, it’s essential to remain realistic about your capabilities. Set appropriate expectations early on.

For example, a common scenario is that a company can only bid on a portion of a large, all-encompassing RFP. If this is the case, set that expectation right from the get-go to avoid wasting time on both sides.

Here are some templates that you can pick and mix or customize to your own specific needs:

This template is a good option if you’ve received the RFP and have a few clarifying questions you need to ask at this stage.

If you haven’t yet received the RFP or know there’s a future step for questions and clarifications, you can keep the communication even shorter:

There are times when you may want to add a little more emotion and excitement to the communication. Perhaps it’s a client you’ve already worked with, or you feel like a bit of an underdog in the bid process. Here’s an option with a bit more voice to it.

There are a number of reasons you may choose not to proceed with an RFP response, for example:

• You think your probability of winning is low and prefer to focus on other RFPs
• You believe some of the deliverables are beyond your subject matter expertise
• The budget is unrealistic
• You’re already at capacity

No matter what the reason, responding to the RFP request is still a courtesy and keeps the door open for future opportunities. You don’t need to go into great detail about your reasons. Keep it short and sweet!

As you can see, it’s hard to go wrong if you keep things clear and concise. Here are some things to keep at the back of your mind to avoid:

While it’s useful to have a template for this kind of communication, you don’t want it to look like you just copied and pasted the same thing from another RFP response.

Make sure you clearly acknowledge this specific RFP and express interest in the project. Avoid generic or vague responses that could come across as disinterested.

When it comes to the RFP response process, deadlines are key every step of the way. Confirming your understanding of the submission deadline established that you’re organized and clear. Missing this key point can cause misunderstandings.

Sometimes, you can be so genuinely excited about the opportunity that you jump right into selling yourself, sharing a little too much information—and potentially cannibalizing the amazing Cover Letter you’re going to write in the next step.

Remember, the RFP response email is not the place to push for a sale. Keep the focus on acknowledgment and the next steps, saving sales pitches for the final proposal or cover letter.

Details matter, especially when first impressions are being formed:

• Run spelling and grammar checks on your email before sending
• Double check you’ve got the name of the individual right
• Double check you’re spelling the company name correctly (with all the correct capitalization)

Writing a clear and effective RFP response email is your first step toward securing a successful proposal. It’s a relatively simple step, but the entire process of RFP responses can become complicated. Moreover, if you’re juggling multiple RFPs at different stages, things can easily slip through the cracks.

Using RFP software like Loopio can significantly improve your team’s efficiency in responding to RFPs. With features like automated RFP templates and collaborative tools, RFP software can help your team focus on crafting the perfect proposal rather than getting bogged down in repetitive tasks.

Loopio allows your team to create professional RFP responses in less time, improving your chances of winning the proposed contract.