How to Create a Winning RFP Response Template (Plus, PDF Example)

An RFP response template is a document that you can complete in order to speed up your response process. Within the template, you’ll store repeatable answers (and requirements) to answer your buyer’s most frequently asked questions. It’ll help you spend less time writing from scratch—and more time customizing to your buyer’s specific needs.

Think of it as a shortcut to quickly capture recurring information, so you can focus on adding special details that make your prospective client feel valued and understood.

Why use this approach? Because an RFP template…

Now that you’re sold on the idea of an RFP template, you’re probably wondering what goes into developing one. The seven key components of almost any response include:

• Cover letter
• Executive summary
• Company qualifications
• Proposed solution
• Pricing details
• Success stories
• Terms and conditions

These components are vital in crafting an effective RFP response. They help lay out a solid plan for managing and discussing the solution while building trust with the client. Let’s look at each in detail:

1. RFP Cover Letter

Like an executive summary (see below), a strong proposal cover letter sets the stage for the rest of your proposal by demonstrating your commitment to meeting the client company needs from the onset.

As the first impression, your RFP cover letter should be professional, engaging, and showcase your company’s interest in the project. So, make sure to include details about your understanding of the requirements, how your company can specifically help the client, and your eagerness to work with them.

2. Proposal Executive Summary

An executive summary serves as a brief overview of your proposal, which highlights your company’s strategic approach (and unique expertise) in addressing the primary problem. It should introduce a high-level view of your win themes and demonstrate why your solution is a good fit, clearly and concisely.

Keep in mind—a potential client may review multiple RFPs, so make sure your executive summary gets right to the point by focusing on the competitive advantage that sets your company apart.

3. Company Qualifications

Think of this section as a general overview of your company. It’s your chance to give a little background to your company’s history, share your core values (to emphasize why you’d make a great partner), introduce team members involved, and highlight your qualifications for the evaluation criteria.

Since RFPs are notorious for asking tons of questions—hundreds even—it can be a good idea to answer them in this section through a table format. This’ll make it easy for the evaluator to run through each (and add a score). As a bonus, it’s also easier for you to track which questions your SMEs still need to answer if left blank. 🤫

4. Proposed Solution

It’s time for your implementation plan. In this section, you’ll expand on your company’s unique approach to solving the client’s problem by outlining the scope of work, project timeline, and other parties involved.

The goal here is to instill confidence in your company’s ability to execute efficiently and effectively. So, make sure to:

• Be detailed about the key deliverables and services included in a project summary (as well as anything that will be excluded to avoid misunderstandings later on).
• Be realistic in your proposed timelines, and ensure that the client understands the various stages of the project and how your team will work together to achieve the desired outcomes.
• Be specific about your tailored solution to show the client you value their business and want to go above and beyond meeting their needs—not just meet the RFP requirements.

5. Pricing Details

“How much will this cost?” is a top question for prospective clients. When creating proposals, it’s important to provide transparent pricing and payment terms, so the client understands the cost structure and overall value of the proposed contract. In this section, you should:

• Break down the total cost into categories, such as labor, materials, and overhead expenses.
• Explain any discounts, promotions, or incentives that may be available to the client (just remember to resist the urge to undersell yourself).
• Think like a negotiator by NOT providing the lowest price from the get-go. Instead, submit a quote with a 10% higher gross margin to leave wiggle room for negotiation.
• Clearly outline your payment terms, such as your billing schedule and accepted method of payment, to prevent any disputes or misunderstandings later in the project.

6. Success Stories

The purpose of this section is to back up your claims with proof in your response template. By presenting your company’s accomplishments through success stories, you build trust and credibility with the client, which reassures them that they are making the right choice.

So, highlight past projects that demonstrate your ability to deliver on the proposed scope of work. If possible, share testimonials from past clients that fall into a similar business category, industry, or pain point, so that those stories resonate with the RFP issuer.

7. Terms and Conditions

This is where you cross the T’s and dot the I’s by including comprehensive terms and conditions that establish a solid foundation for a successful partnership. In this section, your aim is to:

• Outline the contractual terms and conditions that both parties will adhere to—detailing the rights, obligations, and responsibilities of each.
• Address any potential risks or issues that may arise during the project and provide solutions or contingencies to mitigate these concerns.
• Plan for the worst case scenario by protecting your company with a termination clause.