RFP Template:
Successfully Writing Proposals

Writing Project Proposal? Use Proposal Writing Software

Requests for proposals are common in many industries. Use this RFP template, other free RFP templates, or proposal writing software. For the best results, include successful RFP guidelines when writing project proposals.

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Using a template (for request for proposal (RFP), request for quote (RFQ), request for expression of interest (RFEI) or more) can help you become more successful at writing winning proposals.

There are several types of writing project proposals: sales proposal letters (also known as quotes or estimates) and bids or tenders.

This RFP template provides a good outline of how to write an RFP:

(Note that there are variations for all RFPs depending on a number of variables or parameters.)

1. What you will receive:

   You will be supplied with a project overview or summary, a due date, if applicable you will be provided with a contact name, phone number, address and/or email address to contact for questions and/or to schedule your attendance at a vendors meeting (often provided by the buyer when specifications are complex and/or many). You should also receive technical requirements and management requirements as part of the package.

2. What you will provide in your response:

   • Your Qualifications: At this point consider whether you have all the necessary qualifications for the bid; if not, consider an alliance or partnership with another vendor – specifically if each of you would bring something unique to the solution.

   • Your References: If you are writing a proposal for your company, include references from other businesses; if you are writing a proposal for yourself, include references that support your skills and also some references that demonstrate who you are and what you stand for.

     For example: If you are a renovation contractor and you are bidding on a new house build, your transferable skills are rather obvious but if you are a management consultant with 20 years business experience and you are bidding on a government contract – with no previous government experience – you need to connect your skills and experience to the job you’re bidding on … what makes you a fit … why are you the best candidate?

   You need to connect your qualifications and references to answering those questions.

   • Your Solution: In this section, you must present your unique solution; the one that differentiates your proposal from others. Your service or product positioning must be clearly written in the bid. Ensure that you are clear and concise and that you answer any questions that the proposal asks (if no questions are asked, write as if they are asked: what is your solution; how will you deliver on that solution; when will you deliver (timing); who will deliver it (the members of your team) - if it is a positive factor, talk about the good customer service you provide (back that up with customer referrals); where - is location a factor; and why your solution is unique.

   • Your Price: This one is self-evident. But make sure you consider a number of things. Utilize pricing strategies that are specific to the quote. If you are required to buy materials as soon as you are awarded the contract, write your bid to include progressive payments (for example, one third at award of contract; one third half way through; and the last third on completion).

     Make sure your payment terms are clear and easy to understand. Make sure you have a cancellation clause (for both sides) due to circumstances beyond your control and/or an escalation clause (for example, price is tied to inflation – this is particularly appropriate when writing a proposal for a long term project (more than 6 months). Read the fine print of their contract (often you will find items you might not want to accept – write a clause to override that – but ask for a lawyer's advice).

   • The Administrative Details: Do you have business insurance? Many buyers want to you to have insurance: liability, errors and omissions, and more. Read the details in the bid. Do you have/need worker’s compensation insurance? (Depends on the type of work you do and the type of RFP you are bidding on.)

     Some bids may require copies of certifications (for example, first aid tickets, criminal record checks, etc.).

     Answer all sections and/or questions. Do not leave any sections blank. To understand the need to do this (even in areas that you feel are duplicates), you need to understand the process of evaluating bids. Often, there are bid evaluation teams; and each individual evaluator might be reviewing one section only and ranking the responses. If you answer one section, “see section A-1” in section B-5, then you will score a zero on B-5 because you haven’t answered the question.

     Make sure you number all your pages (seems small but a big deal to the evaluation team).

This RFP template sounds like a lot of work, but if you develop a process for writing proposals that win, you will find the time pays off – in a big way.

Knowing how to write a proposal is more about organizing your data into an RFP template that can be customized for each specific bid: use copy, cut, paste but also write a proposal that specifically addresses the buyer’s needs.

Remember that not all RFPs will have the same format: follow the flow of the format provided or identified in the RFP.

Important Note: Before you use this RFP template ensure that you develop bid or no-bid criteria: do you have the time, human resources, equipment, materials, cash flow to handle the bid if you win it? Some bids require bidders to include proof of insurance (e.g. errors and omissions, flood, fire, liability, etc.) – make sure you review all of the bid terms and conditions before you spend too much time preparing a bid. Does the request for proposal fit with your small business plan and plans for business growth? Make a decision to prepare a bid after you’ve gone carefully through all of the details and determined whether or not you want, or are able, to meet all the requirements of the bid.

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