Mastering RFP Responses: A Step-by-Step Guide to a Compliant Writing Template
Responding to an RFP effectively requires a structured, clear, and compliant approach. A well-outlined writing template ensures consistency and makes it easy for evaluators to score your proposal. So, whether you are a seasoned contractor or new to the bidding process, having a structured template helps streamline your efforts to meet all the necessary requirements. This blog post will guide you through the key considerations for developing a compliant writing template that provides a strong outline for your response.
Why A Good Writing Template Matters
Taking the time to develop a well-structured proposal writing template before you start drafting your response is a game changer. Instead of starting from scratch each time, you have a strong foundation to work from—one that includes all the typical sections, formatting, and even pre-written content to help you get started. It also gives you time to think about how you want to respond to each section, ultimately having a clear strategy for your approach/solution. The following steps will guide you in creating a strong writing template that keeps your process organized and aligned with RFP requirements.
1. Review the RFP Instructions & Evaluation Criteria
Taking the time to review the instructions and evaluation criteria of an RFP can make a huge difference in how smoothly your proposal process goes. It helps you structure your proposal the right way from the start, and meet all the necessary requirements. Instead of guessing how it should look, following the RFP’s guidelines keeps your submission compliant and easy for reviewers to navigate.
For example, if the proposal needs to be broken into separate volumes, make sure to include clear sections like Cover Page, Table of Contents, Executive Summary, and Past Performance as requested in the RFP. Little details like proper headers, footers, and font styles also matter and show attention to detail. By carefully following the RFP’s instructions, you’ll not only save time but also improve your chances of making a great impression and securing the opportunity!
2. Use A Branded Proposal Shell as A Starting Point
Not to confuse a proposal template with a writing template, a branded proposal template uses your organization’s colors, logo, and a standardized format to ensure consistency across all proposals. I like to call it a proposal shell as it doesn’t include any specific requirements from an RFP. If you do not already have a standard proposal template, I definitely recommend it as makes it easier to get started with submissions. Microsoft Word is the ideal format, as it allows for easy editing and reviewing throughout the submission process. A complete template should include essential elements such as a Cover Page, Table of Contents, and predefined font styles.
For a more advanced proposal shell, you can incorporate standard text about your organization, including company background, approach to client needs, solutions, team resumes, and past performance descriptions. While developing a detailed shell requires more of an upfront investment of time, it ultimately speeds up drafting your response.
Once your proposal shell is set up for a specific proposal in terms of the format requirements, you can start adding the RFP requirements to help guide your writing.
3. Include RFP Language to Maintain Compliance
Adding the RFP requirements under each section header in your writing template is a simple yet powerful way to stay organized and map out your strategy. This approach keeps everything you need in one place, so you’re not constantly flipping between different documents while drafting your response. For federal proposals, including key sections like L, M, and C directly in your template makes it much easier to address all the necessary criteria without missing a thing. It streamlines the writing process and helps you stay focused on crafting a strong, compliant proposal. Plus, having everything laid out clearly in front of you gives you peace of mind, knowing you're covering all the bases.
4. Write Bullet Points to Highlight Section Themes/Approach
Now comes the trickier part—figuring out how to structure each section of your proposal to sell your services or products. A great way to do this is by jotting down 3-5 detailed bullet points outlining your strategy for responding to each section. These should highlight key win themes, explain how your solution directly addresses the client’s needs, and provide details of your approach based on their requirements. Also note ideas for graphics or callout boxes to visually reinforce your message. This method acts as a streamlined storyboarding process, helping you shape the structure of each section upfront so that when it’s time to write, the heavy lifting is already done. It keeps your proposal focused, persuasive, and much easier to develop. No staring a blank screen for hours!