What Makes a Perfect RFP Writer?

RFP writer

In order to master the Request for Proposal (RFP) process, you need the perfect RFP writer. To clarify, the RFP process refers to how organizations source, evaluate and respond to Requests for Proposals to provide goods and services.

The process used to be a pretty archaic ordeal (think binders slowly making their way through the mail, typewriters bleeding ink, and warehouses full of questionnaires piled as high as the eye can see). However, thanks to digital trends and exploding opportunities for public, private and nonprofit organizations alike, the RFP process is more streamlined and increasingly lucrative. That said, added value usually invites added competition, which is why it’s more important than ever for issuers and vendors to ensure they’re communicating clearly.

So, how do you ensure you’re communicating correctly with RFP issuers?

Answer: By having the right RFP writer.

What Makes a Perfect RFP Writer?

The perfect RFP proposal writer understands how to communicate the needs of your company effectively and clearly so you can find the right vendor. Accurate communication and upfront expectations are key. While some companies will hire an RFP consultant to determine whether the RFP will be mutually beneficial to the solicitor and the vendor, the RFP writer will, well, do the writing. The RFP proposal writer needs to completely understand the current state of your company, what is needed to achieve the desired outcome and what goals you are trying to attain. Like tender writers, RFP proposal writers will offer their services to draft a proposal on your behalf.

Need help writing an RFP Executive Summary

Know Your Structure

The most effective RFPs follow a broad structure. Much like a good story, your RFP should have a beginning, middle and end. RFP proposal writers are experts at telling the story of your business. They craft the tale of where your business is at, what it needs to excel and how you plan to partner with the successful bidder to grow in the future. 

  • Beginning: Start your RFP by giving an overview of the current situation that addresses the exact problem. Or, problems (as is often the case). What is the RFP aiming to solve? This gives bidders an accurate representation of where you are at, which allows them to better explain how they can create solutions. 
  • Middle: Next, list out your requirements explicitly within the RFP. At the very least, include business, technical and cost solutions that your organization wants the winning bid to fulfill. Be very clear about your needs here. You don’t want to start the process with the winning vendor only to find out they are ill-equipped to meet your needs. 
  • End: Finally, provide a summary of how your organization plans to grow. If the proposal wins, what will a successful implementation of the winning proposal look like? When RFP proposal writers create a clear picture of the company’s end goals, bidders can then visualize the possibilities. Or, perhaps even improve upon them!

Be Collaborative with Your RFP Writer

RFPs aren’t written alone. Instead, they force the engagement of myriad internal stakeholders to achieve completion. From budgets to technical functions to legal reviews, RFPs mandate all relevant inputs are correct and approved. This not only helps to confirm buy-in when it comes to budget allocation, but it also assists in implementation after the project concludes.

Be ‘Needy’

The perfect RFP writer will not shy away from describing exactly what is needed to craft a winning proposal. Communication is key to the RFP process. Failure to embrace a communicative and, if necessary, assertive spirit will undoubtedly hamper the results. In fact, RFPs aren’t just about the lowest price. Organizations also consider important factors about a bidder. For example, business structure, employees, company history, financials, demonstrated success, reputation, references and the completeness of the RFP itself all factor in. The RFP writer depends on thorough and consistent communication from its stakeholders to translate its less obvious but equally important requirements to bidders.

Enjoy the Process

RFPs need not be an ordeal. Take pleasure in the fact that you’re telling your organization’s story and setting your team up for success. The perfect RFP writer views the process not as simply an obstacle to overcome. The perfect RFP writer views the process as a monumental first step in a journey of significant progress.

It may seem trivial, but a positive outlook when it comes to RFPs is absolutely critical. If you’re going to stay organized and efficient, you’ll need to manage details. The perfect solicitation, especially when deadlines are tight, is highly structured. Readers like to read organized content. But when the stakes are high, you’ll want to pause and take a breath. Remember: readers also like to read meaningful content that resonates with readers and radiates confidence. So enjoy the process, and in no time, you’ll find yourself becoming the perfect RFP writer.

At The Bid Lab, we believe that any team can commit to the RFP process and submit a winning proposal. However, we also understand that people have day jobs, and RFPs aren’t usually high on the ‘can’t-wait-to-do list.’ To take advantage of the modern proposal process, RFPs require time, effort and hard-earned experience. That’s where we come in. We’re here to streamline the process! Our team of experts works with clients who don’t have the time, resources, or experience to manage, write, and build perfect Requests for Proposals. So, contact us today for a complimentary consultation by calling 1-844-4BIDLAB or emailing respond@thebidlab.com.