There are four main types of contract documents that you will encounter as a business development or sales manager: The reality is that a response to an RFP email is a regular part of our daily routines no matter how much technology we have. We then break the form down into three areas of interest: Organic Search Marketing (SEO), Paid Search Marketing (PPC, PFI) and then a third section that deals with Directory Submissions, Link Popularity Building & Online Press Releases. We appreciate the comprehensive approach you took. If another week or two goes by after the second follow-up and I still have not heard anything from them, I will send this message: I never heard back from you after my initial response to your request for proposal even after two follow-up emails, so I’m going to assume that you either chose another SEM vendor or have put the project on hold and therefore close this one out. We appreciate the time that went into your impressive proposal of April 5. I thank you for the opportunity to bid on your project and wish you the best success now and in the future. I use a master template which serves for the entire proposal and then inserts where appropriate. Once I get these (I complete all proposals), my first action is to look at their site. I am honored that [RFPIO] has been selected to respond for [Company]’s business through an RFP. We get a handful of RFPs (request for proposal) each and every week, We actually call them “Request Free Quotes” (RFQs) as they typically come from potential customers submitting a form from our site. RFP response email: Send after receiving RFP Hi [first name] – I am honored that [RFPIO] has been selected to respond for [Company]’s business through an RFP. You’ll need to tailor it to reflect your own circumstances. You can also learn how to automate your confirmation emails. There are some thank you emails that you can safely ignore, like those from salespeople whose products you are not interested in purchasing. I am surprised by this result as I remember specifically how well the demo went with your team, and the excellent fit between [Company] and [RFPIO]. A thank-you email must be not only polite but also memorable and attention-grabbing. Their industry – do they qualify for us to take them on meaning are they one of the types of sites that we do not work with (i.e. On the second follow-up, gently back away to see if that draws them in. 6. While each proposal does contain some “personal response” I find that by using a series of templates helps me put together a proposal in the shortest amount of time. Using a combination of templates as well as the personal touch helps me to put together a proposal as quickly as possible and yet one that is very specific to the project itself. I will be standing by for any follow-up questions from your review. To win the bid, your response needs to stand out from the crowd — by a mile. Receiving several RFQs each week not only requires a significant amount of time to respond to them in a timely manner, but requires a strategic follow-up plan to ensure that we give ourselves the best opportunity to secure the new business. You used everything that you learned to make it a great presentation, you performed well, and you answered all of the questions. We know you’re busy, and now you have some RFP response email samples to make your job a little easier. To better understand the composition of a thank-you letter after a sales meeting, the sample provided by Business Insider would be a good start. Normally we stand behind a less email approach around here at RFPIO, because we’re big fans of communication integrations we have within our platform. The message is also less personable and I do not include my personal email address so as to not set myself up to be spammed to death (yes it has happened in the past). There is a section called “Comments Regarding Your Project” in which I can add a personal touch. Based on the current status in the request, I will show how [RFPIO] will help to: create a more consistent process across international regions, save individuals time to focus on other initiatives, and provide insights into all RFP analytics across your organization. You send repetitive emails for different scenarios—and half the time you don’t know whether you’re saying the right things when you land or lose a deal. Thank you and we wish you best wishes for future. Attached, you will find the following files and folders to accompany the RFP response from [RFPIO]: Our team would be honored to earn [Company]’s trust and business as a result of this RFP submission. Here’s a professional response to email inquiries for Information. ProTip: A positive tone is always key with clarification requests. Per the outline of the RFP process, the next step is an onsite presentation for the last week of [August]. How to cure your longstanding RFP headaches, 9 of the best RFP resources we’ve seen this year, How to convince your boss you need RFP software now. However, we will not be able to provide you SEO/SEM services for one or more of the following reasons: Per company policy, we cannot promote the following types of web sites …. We look forward to showing [Company] and the whole evaluation team why [RFPIO] would be a strategic solution to address the current and future challenges that [Company] is facing in their RFP process. I’m reaching out to see if I can get an update on [RFPIO]’s recent RFP submission. I am available [Mon-Wed] in the [afternoons]…do any of these times work for your team? It’s a lot easier to reply to a thank you email. “Take advantage of every opportunity to practice your communication skills so that when important occasions arise, you will have the gift, the style, the sharpness, the clarity, and the emotions to affect other people.” – Jim Rohn. If you are requesting a benefit or an opportunity, such as when you apply for a new job, end your email with this sentence. We use this sentence to say “Thank you” in advance if we have done something or requested something that may cause inconvenience to the reader. Most often I still do not hear back from them at this stage but at least I can close it out while sending them a message that not only thanks them for the opportunity to bid on their project and wishes them success in their future ventures. If you’ve never received an RFP before or have never successfully landed a contract from your response, you’re probably wondering just how to respond to the RFP to land the job. Whatever the case may be, any updates would be greatly appreciated. From Selling Power, by Ganesh ShankarIn a recent survey of sales professionals, we found that... At RFPIO, it’s our goal to give you all the tools you need to do your best work. Founded in 1997, SearchRank is an original search and social media marketing company providing strategic digital marketing services for small to large businesses. But, first and foremost, it must follow proper structure. I speak for the entire team when I say that we appreciate the opportunity to earn your business. The typical information is collected including name, company, address, email, URL, etc. After sending a response to their request for proposal, if I do not hear anything back from them within 2-3 days, I send a follow-up email that reads like this: I am following up to make sure you received this proposal and to see if you had any questions? I use Outlook Express. The site itself – is it a new site, are there problems with its structure or design, what kind of content does it have, etc. It is apparent that [name(s)] spent a lot of time putting this request together. Thank you for the well-thought-out proposal on management development courses. When you are away from the office on vacation, sick, or any other reason, you may want to use the auto-response feature of your email program. We have outlined a few comments and questions. ProTip: Keep your first follow-up message brief and polite. When we actually land a new project, the specific company folder I was using to keep track of the proposal process gets moved into a “Current Projects” folder. And get inspiration for your thank you email subject line. Thank you for your proposal to reprocess gravity data on the Macintosh property. Freely hosted sites such as GeoCities, Angelfire, etc. First of all the form itself must be able to collect enough information in order for us to get a good idea of what the submitter is looking for. More Posts - Website - Twitter - Facebook - Pinterest. Google Answers prepared a terrific set of guidelines for searching for RFPs, and being the first to find out when a new RFP is issued. Start saving time with prospects by copying and pasting—and, of course—making these emails your own. Here we break down some responses: 7. All rights reserved. Organize content, automate repetitive tasks, and submit proposals on-time. 5. ... thank you for giving us the opportunity to respond to this RFP and we look forward to Thanks for some thoughtful suggestions for responding to an RFP. In this manner I still have all the prior communication, some of which may be helpful as we are crafting a search marketing strategy. <<< 7. And now you made your big boardroom presentation. Once you’ve made it past the first cut, you may be asked to make a formal presentation. I will make a very best effort to respond within 24 hours or less, more often less. RFP response example: Be succinct and real. Contact the RFPIO support team, Find the answer to commonly asked questions, Have a specific question about RFPIO? 3. Perhaps the project is hung up due to competing priorities, the project is taking a different direction, or another vendor has been decided? 2. Something that doesn’t get as much attention…the emails we write. If you have sent your follow-up emails in the mornings to your RFP clients but have not received a reply, change it up! A request for proposal presentation serves a number of purposes. porn, gambling, affiliate, etc.) It is often a courtesy to conduct this step and is typically provided within 1-2 business days of receipt of the RFP or sale decision. Although you don't have any openings for someone with my skills right now, I hope you will keep my resume in … I might ask for further information, suggest additional services or even explain why we would be the best choice for the project. ProTip: Bring in a personal touch to avoid a bland RFP submission. Send the follow-up emails in the evening. Response to Company Inc. RFP ### James Sample Any feedback I can glean in this scenario is very valuable. Putting Together Proposal and Sending a Response. If the site doesn’t qualify because their industry is of the type we do not wish to work with, I send them this message: Thank you for your interest in SearchRank. 15 Types of Thank you email examples for registering, ordering, booking, subscribing, paying, attending, signing up, etc. If you are still interested in our services and are simply still in the decision making process, please shoot me a quick email and I will happily keep your information on file for another month. © 1997 - 2021 SearchRank. Every piece of communication during the RFP response process matters. Some people might use sophisticated contact management software of even proprietary software that helps them keep track of the proposal process. In fact, we have even landed a few projects using this message. I have inserts for PPC, Yahoo!’s paid inclusion, Business.com, link building, etc. A response letter to a lost sale is typically a short email or fax after you have received writing in confirmation. Thank you so much for your prompt response to the resume I sent you last week. The flip side, of course, is being able to find RFPs once they go public. I didn’t start using the third message until this year and it works beautifully. Thank you for the update. 1. This feature will send an automatic email back to whoever sends you an email. Thank you for your consideration. Collaborate with your team, manage content, and keep projects on track, Connect with the tools your team is already using, We use best practices and industry standards to keep your data safe, Explore reviews from real RFPIO customers, See how RFPIO helps teams streamline their response process. David Wallace, co-founder and CEO of SearchRank, is a recognized expert in the industry of search and social media marketing. The length of your note may depend on the length of the information. You have successfully responded to an RFP. 2.3.4 Integrity of Company Structure and Financial Reporting In addition to Chief Executive Officer (CEO) and Chief Financial Let’s schedule a few minutes to chat, so I can better understand the specifics you were looking for. We would like to thank you for placing your request for our bid on (project) This letter is to acknowledge our receipt of said request and to advise you that we will be soon submitting our proposal on or before (confirmation of deadline). In doing this I want to evaluate the following: The initial evaluation of the site determines my initial reaction. 1 - Short and sweet sample. We often spend too much time trying to sound fancy in an RFP response, trying too hard to impress. No matter what your role is during the RFP process, you likely partake in email communication with key contacts and decision-makers outside your organization at some point. Your main goal while writing them is to meet the sender’s request. It is like a virtual inbox/outbox for me. Cisco Systems, Inc. I trust you are well and busy as you receive and review multiple RFP responses. Thomasville Furniture vs. Joe’s Furniture Store in Phoenix). You can also thank them for the time if getting the information for you was time-consuming. 8 example thank-you notes for sales and proposal scenarios: Thank you for the opportunity to submit a proposal; Thank you for the opportunity to respond to an RFP; Thank you for the opportunity to quote; Thank you for requesting a proposal; Thank you for using our services; Thank you for project kick-off; Thank you for your order; Thank you and goodbye Instead of a simple, “Thank you for your business,” write statements like, “It meant so much that we were able to rely on your consistent deliveries during the difficult winter weather,” or “Our business has flourished since we established our contract five years ago," or “Thank you for your willingness to accommodate our need for occasional weekend service, despite being given very little … Thank you for responding to our Request for Proposal (RFP) regarding a new accounting package for Doe's central office. This is in reference to your request for bid on the project. I will follow up within the next week with any questions we have about the RFP. Of course the template areas would be unique with pricing and numbers specific to the project itself. So, an inquiry response is simply the email you write in response to an inquiry you received earlier. Dear Ms. Abike, Thank you for inquiring about the email software advertised on my blog. I may even make a phone call either before responding by email or immediately after, either to establish a personal contact or to clarify issues. It is not only a polite way to remind your prospects of yourself but a chance to strengthen your further communication and address any issues that were not covered during the presentation. Follow-Up #2 – When you still haven’t heard from the prospect, and the deadline has passed. A rejection thank you letter is used to decline an offer, a proposal, or anything that is given by another entity. There are times that after I send a proposal via email, I will follow-up with a phone call. You never know…they may be back! We would like to thank you for placing your request for our bid on (project) This letter is to acknowledge our receipt of said request and to advise you that we will be soon submitting our proposal on or before (confirmation of deadline). It’s certainly not rocket science but is a method to the madness. At this time we are still reviewing, and the requirements are aligning well with [RFPIO]’s offerings. By the time the client reaches the end of your response, they should feel like you share their vision and are the contractor they were searching for. Depending on the situation, what you say in that email could be the final step in closing that deal. Below are a few ways to help you do that. We passed our deadline of [August 1], and I haven’t heard from anyone at [Company] yet. Here are sample templates. I do feel that they deserve a quick response because they are most likely shopping other companies as well as the fact that when they submit a proposal, they are in a mental state of openness. I thought I’d write up a post on how we initially respond to them and our process of follow-up. “My pleasure. Follow-Up #1 – When you haven’t heard from the prospect, and the deadline has not passed. Competitors offering the same services we do. There is an additional place for the submitter to disclose information about their budget, their target audience and to add any additional comments that might help us to put together a quote. The State of Utah Division of Purchasing ... (RFP) for Data Communications Products & Services. RESPONDING TO AN E-RFP 13 | P a g e Powered By: ** THANK YOU PAGE ** You will receive an email confirming receipt of your response. Respond more efficiently and win more deals, Take control of your content and maintain consistency across channels, Respond on your schedule, using tools you’re already using, Transform the way you respond to RFPs, RFIs, and RFQs, Respond to security questionnaires and DDQs efficiently and accurately, Create personalized documents using company-approved content, Keep all your company’s knowledge in one place, A response management platform that grows with your business, Respond to complicated RFPs quickly and efficiently, Tackle repeat RFPs and DDQs in no time with an AI-enabled solution, Submit customized proposals in Word, Excel, or Powerpoint, See how much time you can save with automation, Learn from the experts on response management. http://answers.google.com/answers/threadview?id09931 Finding Requests for Proposals (RFPs), SearchRank 4802 E. Ray Rd. Legwork before paperwork. So if you find yourself searching for a better way to answer, maybe even Googling ‘how to respond to thank you… There you have it. To respond to a thank you email, let them know you appreciate the sentiment by writing something like “You’re welcome” or “I appreciate your note.” If you’re answering a work colleague, tell them that you enjoyed doing the task they’re thanking you for, which will set you up to … Don’t start writing as soon as you get the RFP. In fact I use Outlook Express to track everything – proposals, current projects, travel plans, even online purchase. Thank you and closing Your RFP cover letter should: Be the first page of your RFP response followed by your executive summary and proposal; Introduce your company to the key decision makers and those reviewing your bid; Be conversational, genuine and confident ⁠— but not an overt sales pitch I use an arrow to point to the reason which in the example above have marked reason # 6. It’s rare that you win a proposal based on an RFP response alone. Some things to keep in mind about thank-you messages: they don’t have to be long … Don’t dismiss the importance of your response to an RFP email and remember to take your time before you hit send. ProTip: Lose gracefully, but demonstrate complete confidence in your solution until the end. To put things in perspective, for every 20 RFP responses you send, you only have a chance of winning one. It also gives them the opportunity to keep their proposal alive by responding of which some do. The connection we have with [anecdotal personal point, story, business fact, mutual customers, relevant content identified in the sales process] makes the potential of our doing business together that much more exciting. Getting the information for you was time-consuming Utah Division of Purchasing... ( RFP ) for Data Products. Is always key with clarification requests mind about thank-you messages: they don ’ t heard from anyone [... 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Fact, we have about the RFP process, the emails thank you email rfp response write an RFP response samples... During the RFP response enjoys succinctness and clarity the situation, what you say in that email could be final! Messages: they don ’ t heard from the prospect, and the deadline has passed when you still ’...