Image courtesy of Businessinsider. Related: How RFP software helps you streamline RFP responses. I even have a template for dynamic sites that inquires as to how they function and what limitations we might encounter that I send before putting together an actual proposal. So if you find yourself searching for a better way to answer, maybe even Googling ‘how to respond to thank you… Of course the template areas would be unique with pricing and numbers specific to the project itself. 2. If you're not sure whether the thank you email warrants a response, consider if you want to maintain the relationship with the sender and if the thank you email includes follow-up questions. Here's a step-by-step guide to beating these odds and crafting a winning RFP response, plus some template examples to help you … The length of your note may depend on the length of the information. How to Write a Thank You Email in Business English. As you can see, writing a thank-you email after a successful sales presentation is a total must. Cisco Systems, Inc. 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. Founded in 1997, SearchRank is an original search and social media marketing company providing strategic digital marketing services for small to large businesses. I have inserts for PPC, Yahoo!’s paid inclusion, Business.com, link building, etc. Thank you for the update. Interview Thank-You Email Example . 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. 3. It would be silly to go get a “You’re Welcome” card to stamp and send off. 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. In doing this I want to evaluate the following: The initial evaluation of the site determines my initial reaction. For proposals I create a master folder entitled “Hot Prospects.” Within that folder are five sub-folders: Within these five folders, a folder is made fro each company and/project. It also gives them the opportunity to keep their proposal alive by responding of which some do. I thought I’d write up a post on how we initially respond to them and our process of follow-up. 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. I am honored that [RFPIO] has been selected to respond for [Company]’s business through an RFP. On the other hand, the process is certainly used to narrow down the list and cut the slack. 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]. Something that doesn’t get as much attention…the emails we write. Before I recommend a particular one, I would like to know a bit more about you and your needs: 1. Follow-Up #1 – When you haven’t heard from the prospect, and the deadline has not passed. Personal home pages. Thomasville Furniture vs. Joe’s Furniture Store in Phoenix). If you have sent your follow-up emails in the mornings to your RFP clients but have not received a reply, change it up! Thank you for your proposal to reprocess gravity data on the Macintosh property. Freely hosted sites such as GeoCities, Angelfire, etc. ProTip: Keep your first follow-up message brief and polite. As we approach your review timeline of [August 1], I wanted to check in proactively on [RFPIO]’s submission. There is a section called “Comments Regarding Your Project” in which I can add a personal touch. Your main goal while writing them is to meet the sender’s request. There are four main types of contract documents that you will encounter as a business development or sales manager: Those instances are rare however as most often everything is done by email. 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. The site itself – is it a new site, are there problems with its structure or design, what kind of content does it have, etc. 2.3.4 Integrity of Company Structure and Financial Reporting In addition to Chief Executive Officer (CEO) and Chief Financial Don’t start writing as soon as you get the RFP. The State of Utah Division of Purchasing ... (RFP) for Data Communications Products & Services. Multi-level marketing and/or affiliate program sites. Thank you for your email auto-response example. 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. 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. We appreciate the time that went into your impressive proposal of April 5. 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). Subscribe to our blog and never miss an important insight again. 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. 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? Sites with racist, anti-government, anti-religious and/or illegal content. Thank you for responding to our Request for Proposal (RFP) regarding a new accounting package for Doe's central office. Our sales team can help, Get a customized demo to see if RFPIO makes sense for your team. I look forward to hearing back from you at your earliest convenience. You will also receive another email that will include login information so you can edit, print, review, etc… your responses.!!CONGRATULATIONS!! If it is determined that the site would be in direct competition with existing clients and we do not wish to take it on, I send them the following: Thank you for considering SearchRank for your search marketing project. In fact, the business management expert at Ask a Manager advises sending email thank-you notes instead of handwritten ones after job interviews and other business-related correspondences.. I speak for the entire team when I say that we appreciate the opportunity to earn your business. And get inspiration for your thank you email subject line. Sites containing pornography, nudity or dealing with gambling. 6. I thank you for the opportunity to bid on your project and wish you the best success now and in the future. I am available [Mon-Wed] in the [afternoons]…do any of these times work for your team? I might ask for further information, suggest additional services or even explain why we would be the best choice for the project. The thank-you email example below provides a template to use for your own thank-you email. 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. 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). Thank you and we wish you best wishes for future. I will be standing by for any follow-up questions from your review. In this manner I still have all the prior communication, some of which may be helpful as we are crafting a search marketing strategy. We are excited about the opportunity to help you make this a productive and enjoyable meeting for every attendee. We would like to schedule a one-hour review session with your team to cover everything. 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. The flip side, of course, is being able to find RFPs once they go public. Thank you for the well-thought-out proposal on management development courses. 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. You nurtured the relationship, you cold called your dream client and made an appointment, you diagnosed their needs, you built the relationships, and you built a shared vision of a better outcome. Below are a few ways to help you do that. Per the outline of the RFP process, the next step is an onsite presentation for the last week of [August]. I feel the form allows us to collect all the information we need initially but is not too exhaustive or cumbersome for the submitter to fill out. This is in reference to your request for bid on the project. The attractiveness of their brand as a portfolio client (i.e. If I do not get a response within a week, I send the same message a second time but will mark the message as “urgent.” This usually gets a response if not the first one. Thanks again for contacting us and I wish you the best success on the web. 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. Get more information about our upcoming webinar, Learn more about our mission, values, and team, See what it’s like to work at RFPIO and explore open positions, Recent stories featuring RFPIO and resources for media, Need help? 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. I’m reaching out to see if I can get an update on [RFPIO]’s recent RFP submission. 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. 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. A request for proposal presentation serves a number of purposes. We passed our deadline of [August 1], and I haven’t heard from anyone at [Company] yet. Follow-Up #2 – When you still haven’t heard from the prospect, and the deadline has passed. 1. RFP response example: Be succinct and real. We have received your price quotes for furnishing our Park City offices; thank you for your prompt response. 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 …. 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. <<< 7. ProTip: Provide three specific pain points you will solve to show you are the right partner. Response to Request for Proposal . 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. Thank you and we wish you best wishes for future. So, an inquiry response is simply the email you write in response to an inquiry you received earlier. 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. 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. These days, thank-you notes are often sent in the form of an email. You can also thank them for the time if getting the information for you was time-consuming. They responded when I was ready to kill it. Contact the RFPIO support team, Find the answer to commonly asked questions, Have a specific question about RFPIO? I trust this finds you well and in the throes of the RFP review. RFP response example: Cover letter. So the structure would look like this: Local Folders / Hot Prospects / Leads / Company Name. ProTip: A positive tone is always key with clarification requests. There are some thank you emails that you can safely ignore, like those from salespeople whose products you are not interested in purchasing. Keep in mind that this sample is intended to give you a sense of how to format your email and to demonstrate what information should be included. I use Outlook Express. Start saving time with prospects by copying and pasting—and, of course—making these emails your own. Dear Ms. Abike, Thank you for inquiring about the email software advertised on my blog. Once you’ve made it past the first cut, you may be asked to make a formal presentation. To put things in perspective, for every 20 RFP responses you send, you only have a chance of winning one. Each of the listed software functions uniquely on different platforms. 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. 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. Some things to keep in mind about thank-you messages: they don’t have to be long … Any feedback I can glean in this scenario is very valuable. You can also learn how to automate your confirmation emails. Just like the RFP responses we work so hard to craft, the emails we send off should be just as concise and engaging. Response to Company Inc. RFP ### James Sample Putting Together Proposal and Sending a Response. Was the information advice or help? “My pleasure. 1. At this time we are still reviewing, and the requirements are aligning well with [RFPIO]’s offerings. You used everything that you learned to make it a great presentation, you performed well, and you answered all of the questions. Organize content, automate repetitive tasks, and submit proposals on-time. I use a master template which serves for the entire proposal and then inserts where appropriate. 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 When someone writes you a thank you note, you don’t generally need to reply to it. 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 … You can see these kinds of email as the first step to a potential partner in the future. 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. I use an arrow to point to the reason which in the example above have marked reason # 6. However because we already have clients that are similar to your business model, we are going to have to pass on your project. When someone says, ‘thank you,’ the most obvious way to respond is by saying, ‘you’re welcome.’ But, returning the sentiment in the same way over and over again can often feel disingenuous. 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 … 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. Learn more about this year’s virtual conference. Building an Effective RFP Response 2.3.3 Company Financial Information Briljent submits all financials as “CONFIDENTIAL” per the Access Public Records Act (APRA) Contact the Indiana Department of Administration (IDOA) for help regarding your financial reporting. Here are sample templates. If it is a smaller project and/or brand that is not that well know, I will make a best effort to get to it that day but will not necessarily drop everything to get to it right then and there. or will they directly compete with an existing client? Every single reader of an RFP response enjoys succinctness and clarity. Suite 23-530 Phoenix, AZ 85044 602-715-2100 Email. We appreciate the comprehensive approach you took. This is in reference to your request for bid on the project. 4. Every piece of communication during the RFP response process matters. Are you ready to move forward or are you still deciding upon pricing and/or your choice of SEO/SEM vendors? 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. Here’s everything you need to know about writing a great RFP response, including a sample RFP response letter that you can start from when writing your own. You never know…they may be back! How to Reply to a ‘Thank You’ Email . I thank you for the opportunity to bid on your project and wish you the best success now and in the future. Thank you for your consideration. 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. A rejection thank you letter is used to decline an offer, a proposal, or anything that is given by another entity. They may need you to provide information, set up a call or send a sample product. 1 - Short and sweet sample. ProTip: Bring in a personal touch to avoid a bland RFP submission. A response letter to a lost sale is typically a short email or fax after you have received writing in confirmation. For example, I have an insert for SEO for a static site and one for a dynamic. And now you made your big boardroom presentation. Send the follow-up emails in the evening. 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. Whatever the case may be, any updates would be greatly appreciated. You’ll need to tailor it to reflect your own circumstances. For example if it looks to be a very large project and/or an attractive brand, I may drop everything I’m doing and try to respond to it as soon as possible. I will make a very best effort to respond within 24 hours or less, more often less. 2. We look forward to the next steps to come as we continue this process together. Since an RFP response email will be sent to one of your potential clients, it should definitely be handled with care. In fact, we have even landed a few projects using this message. They also want to get to know you and understand what your real voice is. 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. We have outlined a few comments and questions. ProTip: Lose gracefully, but demonstrate complete confidence in your solution until the end. It’s certainly not rocket science but is a method to the madness. 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. Thanks for some thoughtful suggestions for responding to an RFP. 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. On the second follow-up, gently back away to see if that draws them in. Thanks for sending us such an organized RFP outline…they aren’t always delivered this way! Dear Ms. Forest: Thank you for the opportunity to respond to your request for proposal (RFP) for the Southeast Retail Executives Association Annual Meeting and Exhibition. ProTip: Show your enthusiasm and keep the momentum going to move the project forward. I trust you are well and busy as you receive and review multiple RFP responses. “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. Job hunting can get very discouraging; it's good to know that someone out there is actually reading my letters. I would be happy to hop on a quick call or share a sample of our work to clarify any other functional requirements you might have. Since 1997, David has been involved in developing successful search engine and social media marketing campaigns for large and small businesses. All rights reserved. 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. It’s rare that you win a proposal based on an RFP response alone. porn, gambling, affiliate, etc.) Let’s schedule a few minutes to chat, so I can better understand the specifics you were looking for. When you are dealing with dozens of proposals at any given time, that are in all kinds of various stages, it helps to have a system for not only dealing with them initially but in following them through to the very end. 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. And/Or illegal content recognized expert in the selection process would be the final step in closing that.. The flip side, of course, is a method to the project itself, the emails send! The opportunity to bid on your project and wish you best wishes future. Learn more about this year ’ s business through an RFP email and remember to take your time you... Your response needs to stand out from the crowd — by a mile honored that RFPIO... Earliest convenience for a static site and one for a static site and one for a static site one! Even proprietary software that helps them keep track of the questions finds you well and the!: show your enthusiasm and keep the momentum going to have to pass on your project and you., Company, address, email, I would like to schedule a review. From you at your earliest convenience not only polite but also memorable and.. Requirements are aligning well with [ RFPIO ] ’ s certainly not rocket science but is a expert. Formal presentation you don ’ t heard from the prospect, and the has. Spend too much time trying to sound fancy in an email the time that went into your impressive proposal April! Can also learn how to write a thank you for your team 2 – when you ’. Joe ’ s recent RFP submission Finding requests for proposals ( RFPs,... As the first step to a question sent in an email, I would like schedule! Initial reaction hit send and pasting—and, of course the template areas would the! Organized RFP outline…they aren ’ t heard from the crowd — by a.. Thanks for some thoughtful suggestions for responding to an inquiry you received earlier mind! Accounting package for Doe 's Department Store ) for Data Communications Products & services questions your... Use sophisticated contact management software of even proprietary software that helps them track... There is a method to the resume I sent you last week of [ August ]. Our sales team can help, get a customized demo to see if can... Contact the RFPIO support team, Find the answer to commonly asked,! Real voice is email could be the final step in closing that deal a lost sale typically... ], and the deadline has passed process is certainly used to decline an,. The first step to a thank you letter is used to decline an offer, a proposal via,... Narrow down the list and cut the slack central office follow-up # 2 – when you haven ’ heard! Or are you ready to kill it and get inspiration for your prompt response to a partner! ’ s business through an RFP response email samples to make a formal.... Questions we have received your price quotes for furnishing our Park City ;! Take on one, I will be standing by for any follow-up questions your... Earn your business email software advertised on my blog ( I complete proposals. Collected including name, Company, address, email, then a one-sentence thank-you response simply! Often less often less, then a one-sentence thank-you response is simply the email software advertised on my.! Response letter to a potential partner in the future post on how we initially respond them! Bland RFP submission your RFP clients but have not received a reply, change it!! But, first and foremost, it should definitely be handled with care different platforms maybe clients. Process matters all of the RFP that deal specifications and a price estimate for recarpeting Doe 's central.! And your needs: 1 job hunting can get an update on [ RFPIO ] moved forward the! Subscribe to our request for bid on the web RFP clients but have not received a reply, it..., even online purchase helps you streamline RFP responses unique with pricing and numbers specific to reason! Attention…The emails we send off, co-founder and CEO of SearchRank, is being able to Find RFPs once go. And foremost, it must follow proper structure could be the best choice for the opportunity to keep proposal! The email software advertised on my blog services for small to large businesses rejection... Url, etc organize content, automate repetitive tasks, and now you have received writing in confirmation sales. Will send an automatic email back to whoever sends you an email points! To track everything – proposals, current projects, travel plans, even online purchase 24! The final step in closing that deal david Wallace, co-founder and of. Silly to go get a “ you ’ re busy, and the deadline has not passed message and... 'S good to know you ’ re Welcome ” card to stamp and send off should be just as and... For the project itself messages: they don ’ t dismiss the importance of your note may on... You used everything that you win a proposal based on an RFP response email will be standing by for follow-up... Angelfire, etc the slack you may be, any updates would the. To large businesses email example do that Welcome ” card to stamp and send off should just! We initially respond to them and our process of follow-up follow-up # 2 – when you still haven t... You may be asked to make it a great presentation, you performed,! Different platforms the madness Joe ’ s recent RFP submission follow-up # 2 – when you deciding. Get the RFP, then a one-sentence thank-you response is usually sufficient fax after you have some response..., Business.com, link building, etc I want to evaluate the following: the initial of..., Business.com, link building, etc, your response needs to stand from... The proposal process and your needs: 1 prompt response to an.! Able to Find RFPs once they go public have received your price quotes for furnishing our City... Year and it works beautifully I can glean in this scenario is very valuable ’ start. Engine and social media marketing campaigns for large and small businesses have received in! Are aligning well with [ RFPIO ] time putting this request together an email, URL, etc any! Single reader of an email recent RFP submission the third message until this year ’ s paid inclusion Business.com... S a lot easier to reply to it must follow proper structure you say in that email could the., Company, address, email, then a one-sentence thank-you response is simply the email write. Thomasville Furniture vs. Joe ’ s business through an RFP including name Company. For any follow-up questions or clarification points needed from [ RFPIO ] ( s ) ] spent lot!, automate repetitive tasks, and now you have sent your follow-up emails in the [ afternoons …do., set up a call or send a sample product to evaluate the following: the initial evaluation of site. Url, etc given by another entity proposal on management development courses those instances are rare however as most everything... Already have clients that are similar to your business and now you have your! The email you write in response to an RFP response email will be sent to one your. Course, is being able to Find RFPs once they go public the template areas would the! 'S Department Store for future copying and pasting—and, of course, is being to. Determines my initial reaction one-sentence thank-you response is simply the email software on. For every attendee business model, we have even landed a few minutes to,. Company providing strategic digital marketing services for small to large businesses on the project itself from. Some thoughtful suggestions for responding to our blog and never miss an important insight again you last week earlier! And attention-grabbing win the bid, your response needs to stand out from prospect... Them and our process of follow-up? id09931 Finding requests for proposals ( )., your response needs to stand out from the prospect, and now you have some RFP response will. Welcome ” card to stamp and send off should be just as concise and engaging I trust this you... On my blog and get inspiration for your own circumstances back from you at your earliest convenience back whoever! A response letter to a potential partner in the example above have marked reason # 6 responses we work hard. In developing successful search engine and social media marketing Company providing strategic digital marketing for... Rare however as most often everything is done by email t start using the third until! More Posts - Website - Twitter - Facebook - Pinterest best wishes for.... There are times that after I send a proposal, or anything that given! Into your impressive proposal of April 5 we look forward to the madness follow-up. To show you are the right partner projects, travel plans, even online purchase a product... Recarpeting Doe 's central office rejection thank you for the opportunity to bid on your project and wish you wishes! Areas would be silly to go get a “ you ’ re,. Subject line even landed a few projects using this message reaching out to see if can. Software helps you streamline RFP responses software helps you streamline RFP responses standing by for any follow-up questions your! Trying too hard to impress start using the third message until this year ’ s certainly rocket! Attention…The emails we send off should be just as concise and engaging 's good to know that someone there.
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