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Request for Proposal (RFP) Response Form Instructions Updated: May 5, 2015, Version 1.0 Revision History Date or Version Number Author Change Description 3/05/2015 Aaron Shirley/ Sherri Malay Initial
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RFP Sample Write your background and introduction. Define your project goals and scope of services. Detail your anticipated selection schedule. Describe the time and place for the submission of proposals. Clearly define your timeline. Specify the key elements of a proposal. Make your evaluation criteria clear.
Define your project and needs Write what your project is and what you need from vendors before you write your RFP. A bullet-point list is a good format for this planning step. Note what you want your vendor to do, how they should do it, where the work should take place and when the work should be completed.
RFP response example: Customer support is top-notch — all questions or requests for help are addressed within the same day (or within 24 hours at most). Great, direct support from the management team — no call centers, no outsourced product support. You get assistance from people who helped build the product.”
Make it clear that your solution or approach is credible and relevant through cases studies or supporting data. To make an RFP response truly stand out, it must not only meet the bar for completeness, content quality, and qualifications—it must also provide detail into both “the what” and “the how.”
Stay focused on the customer's problem and the solution you deliver. Keep it short and fluff free ⁠— for the customer, the RFP isn't an invitation for you to give a sales pitch, it's a fact-finding mission. Stick to the project scope and remove any information that isn't immediately relevant, save the upsell for later.
How to write an effective response to an RFP in 5 steps Write a formal cover letter. Include an executive summary of your proposal. Add information about your implementation plan. Discuss partnership contract. Highlight references or proven results from your work.

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Request for Proposal (RFP) is a document used in the procurement process to solicit proposals from potential suppliers.
Any organization or government agency looking to acquire goods or services through a formal competitive bidding process.
To fill out an RFP, one must clearly outline the requirements, evaluation criteria, and deadlines for vendors to submit their proposals.
The purpose of an RFP is to allow organizations to compare the offerings of different suppliers and select the best fit for their needs.
Information such as the scope of work, deliverables, timeline, budget, evaluation criteria, and terms and conditions must be included in an RFP.
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