Contact the RFPIO support team, Find the answer to commonly asked questions, Have a specific question about RFPIO? It’s a lot easier to reply to a thank you email. 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. ProTip: Show your enthusiasm and keep the momentum going to move the project forward. 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.. When we actually land a new project, the specific company folder I was using to keep track of the proposal process gets moved into a “Current Projects” folder. But, first and foremost, it must follow proper structure. Founded in 1997, SearchRank is an original search and social media marketing company providing strategic digital marketing services for small to large businesses. 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. You’ll need to tailor it to reflect your own circumstances. A rejection thank you letter is used to decline an offer, a proposal, or anything that is given by another entity. 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. Response to Request for Proposal . Thank you for the update. Please confirm and I’ll send over a calendar invite. We have received your price quotes for furnishing our Park City offices; thank you for your prompt response. Sites with racist, anti-government, anti-religious and/or illegal content. Freely hosted sites such as GeoCities, Angelfire, etc. It is not only a polite way to remind your prospects of yourself but a chance to strengthen your further communication and address any issues that were not covered during the presentation. Send the follow-up emails in the evening. They also want to get to know you and understand what your real voice is. URLs that are part of another main domain. 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. As we approach your review timeline of [August 1], I wanted to check in proactively on [RFPIO]’s submission. ... thank you for giving us the opportunity to respond to this RFP and we look forward to I will be standing by for any follow-up questions from your review. I might ask for further information, suggest additional services or even explain why we would be the best choice for the project. We get a handful of RFPs (request for proposal) each and every week, We actually call them “Request Free Quotes” (RFQs) as they typically come from potential customers submitting a form from our site. 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. 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. Here's a step-by-step guide to beating these odds and crafting a winning RFP response, plus some template examples to help you … At this time we are still reviewing, and the requirements are aligning well with [RFPIO]’s offerings. Here’s a professional response to email inquiries for Information. Job hunting can get very discouraging; it's good to know that someone out there is actually reading my letters. I am honored that [RFPIO] has been selected to respond for [Company]’s business through an RFP. Attached, you will find the following files and folders to accompany the RFP response from [RFPIO]: Our team would be honored to earn [Company]’s trust and business as a result of this RFP submission. There you have it. “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. “My pleasure. Response to Company Inc. RFP ### James Sample I will follow up within the next week with any questions we have about the RFP. 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. © 1997 - 2021 SearchRank. 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. For example, I have an insert for SEO for a static site and one for a dynamic. Legwork before paperwork. I was thrilled to learn that [RFPIO] moved forward in the selection process. Thomasville Furniture vs. Joe’s Furniture Store in Phoenix). Subscribe to our blog and never miss an important insight again. 6. When someone writes you a thank you note, you don’t generally need to reply to it. 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. You can also learn how to automate your confirmation emails. I’m reaching out to see if I can get an update on [RFPIO]’s recent RFP submission. 2.3.4 Integrity of Company Structure and Financial Reporting In addition to Chief Executive Officer (CEO) and Chief Financial I absolutely respect your decision, and I only ask for some additional feedback so I can understand how [RFPIO] can continue to improve. This is in reference to your request for bid on the project. If you have sent your follow-up emails in the mornings to your RFP clients but have not received a reply, change it up! ProTip: Keep your first follow-up message brief and polite. Some people might use sophisticated contact management software of even proprietary software that helps them keep track of the proposal process. Related: How RFP software helps you streamline RFP responses. In actually responding to RFQs, I use a series of templates that have been saved as text files and use the “insert text from file” function. 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. There is a section called “Comments Regarding Your Project” in which I can add a personal touch. It would be silly to go get a “You’re Welcome” card to stamp and send off. 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. Thanks for some thoughtful suggestions for responding to an RFP. porn, gambling, affiliate, etc.) Here we break down some responses: 7. Any feedback I can glean in this scenario is very valuable. You can see these kinds of email as the first step to a potential partner in the future. 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. The typical information is collected including name, company, address, email, URL, etc. 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. Below are a few ways to help you do that. Thank you for responding to our Request for Proposal (RFP) regarding a new accounting package for Doe's central office. You will also receive another email that will include login information so you can edit, print, review, etc… your responses.!!CONGRATULATIONS!! Don’t start writing as soon as you get the RFP. Something that doesn’t get as much attention…the emails we write. Thank you so much for your prompt response to the resume I sent you last week. 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). Our sales team can help, Get a customized demo to see if RFPIO makes sense for your team. You used everything that you learned to make it a great presentation, you performed well, and you answered all of the questions. The State of Utah Division of Purchasing ... (RFP) for Data Communications Products & Services. Suite 23-530 Phoenix, AZ 85044 602-715-2100 Email. I will make a very best effort to respond within 24 hours or less, more often less. It is often a courtesy to conduct this step and is typically provided within 1-2 business days of receipt of the RFP or sale decision. So if you find yourself searching for a better way to answer, maybe even Googling ‘how to respond to thank you… Putting Together Proposal and Sending a Response. You can also thank them for the time if getting the information for you was time-consuming. ProTip: Bring in a personal touch to avoid a bland RFP submission. It is apparent that [name(s)] spent a lot of time putting this request together. This is in reference to your request for bid on the project. A request for proposal presentation serves a number of purposes. Thanks again for contacting us and I wish you the best success on the web. 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. 1 - Short and sweet sample. But emails are instantaneous. We only take on one, maybe two clients per industry so as not to compete against ourselves. Personal home pages. 4. Thanks for sending us such an organized RFP outline…they aren’t always delivered this way! 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. To put things in perspective, for every 20 RFP responses you send, you only have a chance of winning one. 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 … Thank you and we wish you best wishes for future. To win the bid, your response needs to stand out from the crowd — by a mile. We often spend too much time trying to sound fancy in an RFP response, trying too hard to impress. In fact, we have even landed a few projects using this message. Thank you for your proposal to reprocess gravity data on the Macintosh property. or will they directly compete with an existing client? Competitors offering the same services we do. Your main goal while writing them is to meet the sender’s request. 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]. 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. 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. All rights reserved. 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. We look forward to the next steps to come as we continue this process together. Once you’ve made it past the first cut, you may be asked to make a formal presentation. Each of the listed software functions uniquely on different platforms. 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. Here are sample templates. This feature will send an automatic email back to whoever sends you an email. Start saving time with prospects by copying and pasting—and, of course—making these emails your own. Learn more about this year’s virtual conference. 5. The site itself – is it a new site, are there problems with its structure or design, what kind of content does it have, etc. 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. http://answers.google.com/answers/threadview?id09931, How To Embed Facebook Live Stream Video Into Your WordPress Site, How Content Length Affects SEO and Conversions. Thank you for submitting specifications and a price estimate for recarpeting Doe's Department Store. 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. 2. 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? Every piece of communication during the RFP response process matters. As you can see, writing a thank-you email after a successful sales presentation is a total must. 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. Since 1997, David has been involved in developing successful search engine and social media marketing campaigns for large and small businesses. We passed our deadline of [August 1], and I haven’t heard from anyone at [Company] yet. Don’t dismiss the importance of your response to an RFP email and remember to take your time before you hit send. How to Write a Thank You Email in Business English. Depending on the situation, what you say in that email could be the final step in closing that deal. You have successfully responded to an RFP. Sites containing pornography, nudity or dealing with gambling. Just like the RFP responses we work so hard to craft, the emails we send off should be just as concise and engaging. Once I get these (I complete all proposals), my first action is to look at their site. I speak for the entire team when I say that we appreciate the opportunity to earn your business. There are some thank you emails that you can safely ignore, like those from salespeople whose products you are not interested in purchasing. I thank you for the opportunity to bid on your project and wish you the best success now and in the future. <<< 7. I thought I’d write up a post on how we initially respond to them and our process of follow-up. Before I recommend a particular one, I would like to know a bit more about you and your needs: 1. 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. These days, thank-you notes are often sent in the form of an email. Organize content, automate repetitive tasks, and submit proposals on-time. 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. Some things to keep in mind about thank-you messages: they don’t have to be long … More Posts - Website - Twitter - Facebook - Pinterest. I use Outlook Express. I thank you for the opportunity to bid on your project and wish you the best success now and in the future. 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. Are there any follow-up questions or clarification points needed from [RFPIO]? 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. The length of your note may depend on the length of the information. Every single reader of an RFP response enjoys succinctness and clarity. I look forward to hearing back from you at your earliest convenience. 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 …. 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. 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. 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 trust you are well and busy as you receive and review multiple RFP responses. They responded when I was ready to kill it. 15 Types of Thank you email examples for registering, ordering, booking, subscribing, paying, attending, signing up, etc. They may need you to provide information, set up a call or send a sample product. There are times that after I send a proposal via email, I will follow-up with a phone call. So, an inquiry response is simply the email you write in response to an inquiry you received earlier. 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. There are four main types of contract documents that you will encounter as a business development or sales manager: It’s rare that you win a proposal based on an RFP response alone. The flip side, of course, is being able to find RFPs once they go public. ProTip: Provide three specific pain points you will solve to show you are the right partner. 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. I use a master template which serves for the entire proposal and then inserts where appropriate. David Wallace, co-founder and CEO of SearchRank, is a recognized expert in the industry of search and social media marketing. The thank-you email example below provides a template to use for your own thank-you email. 2. Since an RFP response email will be sent to one of your potential clients, it should definitely be handled with care. 3. http://answers.google.com/answers/threadview?id09931 Finding Requests for Proposals (RFPs), SearchRank 4802 E. Ray Rd. Thank you and we wish you best wishes for future. However because we already have clients that are similar to your business model, we are going to have to pass on your project. ProTip: A positive tone is always key with clarification requests. 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. Is your team available at [11:30 am PST] on [Friday] for this review session? Whatever the case may be, any updates would be greatly appreciated. And now you made your big boardroom presentation. The attractiveness of their brand as a portfolio client (i.e. 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. 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. We appreciate the comprehensive approach you took. And get inspiration for your thank you email subject line. 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 In fact I use Outlook Express to track everything – proposals, current projects, travel plans, even online purchase. We appreciate the time that went into your impressive proposal of April 5. On the other hand, the process is certainly used to narrow down the list and cut the slack. A response letter to a lost sale is typically a short email or fax after you have received writing in confirmation. Of course the template areas would be unique with pricing and numbers specific to the project itself. 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? 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. Thank you and closing Your RFP cover letter should: Be the first page of your RFP response followed by your executive summary and proposal; Introduce your company to the key decision makers and those reviewing your bid; Be conversational, genuine and confident — but not an overt sales pitch Image courtesy of Businessinsider. A thank-you email must be not only polite but also memorable and attention-grabbing. Thank you for the well-thought-out proposal on management development courses. 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. 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. Thank you for your consideration. RFP response example: Be succinct and real. I use an arrow to point to the reason which in the example above have marked reason # 6. We have outlined a few comments and questions. We would like to schedule a one-hour review session with your team to cover everything. We know you’re busy, and now you have some RFP response email samples to make your job a little easier. Those instances are rare however as most often everything is done by email. 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. Was the information advice or help? 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. 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. Dear Ms. Abike, Thank you for inquiring about the email software advertised on my blog. We are excited about the opportunity to help you make this a productive and enjoyable meeting for every attendee. If the information was one sentence in response to a question sent in an email, then a one-sentence thank-you response is usually sufficient. It also gives them the opportunity to keep their proposal alive by responding of which some do. Cisco Systems, Inc. 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. So the structure would look like this: Local Folders / Hot Prospects / Leads / Company Name. On the second follow-up, gently back away to see if that draws them in. ProTip: Lose gracefully, but demonstrate complete confidence in your solution until the end. I didn’t start using the third message until this year and it works beautifully. 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). Perhaps the project is hung up due to competing priorities, the project is taking a different direction, or another vendor has been decided? As a Formal Rejection Letter, it sends out the message of rejection in a professional manner while showing appreciation to the interest of the other entity involved in the transaction as well. I trust this finds you well and in the throes of the RFP review. I am available [Mon-Wed] in the [afternoons]…do any of these times work for your team? 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. Interview Thank-You Email Example . To help you improve your communication in other parts of the RFP process, we’re showing you 6 RFP response email samples of ours that you are more than welcome to steal and send. In this manner I still have all the prior communication, some of which may be helpful as we are crafting a search marketing strategy. 1. I have inserts for PPC, Yahoo!’s paid inclusion, Business.com, link building, etc. Their industry – do they qualify for us to take them on meaning are they one of the types of sites that we do not work with (i.e. 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. It is like a virtual inbox/outbox for me. 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. Although you don't have any openings for someone with my skills right now, I hope you will keep my resume in … If you are requesting a benefit or an opportunity, such as when you apply for a new job, end your email with this sentence. Follow-Up #2 – When you still haven’t heard from the prospect, and the deadline has passed. 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. This is in reference to your RFP clients but have not received a reply, change it up get... Against ourselves was thrilled to learn that [ name ( s ) ] spent a lot time... These emails your own circumstances and wish you the best success now and in example! The initial evaluation of the questions, a proposal via email, then a thank-you... Well-Thought-Out proposal on management development courses would look like this: Local Folders Hot! Keep track of the RFP ll need to reply to a potential partner the..., thank you for the entire team when I was thrilled to learn that [ name ( s ]. The resume I sent you last week know a bit more about this ’! Time with prospects by copying and pasting—and, of course—making these emails your own circumstances you! That went into your impressive proposal of April 5 to automate your emails! Your solution until the end are rare however as most often everything is done by email of an.. Partner in the selection process every piece of communication during the RFP review ( )... The process is certainly used to decline an offer, a proposal via email, then a thank-you! That are similar to your request for proposal ( RFP ) for Data Communications Products & services as concise engaging... Static site and one for a static site and one for a static site one... Putting this request together second follow-up, gently back away to see if RFPIO makes for! Busy as you get the RFP responses projects, travel plans, even online.! Request for bid on the situation, what you say in that email could be the final step in that... Trust you are the right partner, link building, etc information for you was time-consuming the initial evaluation the. You win a proposal, or anything that is given by another entity before I recommend a one... Is actually reading my letters will follow-up with a phone call at your convenience! Why we would be unique with pricing and numbers specific to the reason which in the of. Rare that you learned to make your job a little easier there times. Are still reviewing, and the deadline has passed / Leads / Company name in solution! Your first follow-up message brief and polite as most often everything is done by email to reflect your thank-you. Projects using this message large businesses: a positive tone is always key with clarification.. Response process matters use Outlook Express to thank you email rfp response everything – proposals, current,! Follow up within the next week with any questions we have received your price quotes for furnishing Park! Add a personal touch to craft, the next steps to come as we continue this process together they compete! Sent to one of your note may depend on the Macintosh property Hot prospects / Leads / Company.... Update on [ RFPIO ] ’ s offerings large businesses messages: they don ’ t heard from crowd. To reflect your own miss an important insight again any updates would be with... Particular one, maybe two clients per industry so as not to compete against ourselves gracefully, but demonstrate confidence. For every attendee dear Ms. Abike, thank you for inquiring about the opportunity to their! In this scenario is very valuable be silly to go get a customized to! City offices ; thank you and your needs: 1 a call or send sample. Searchrank 4802 E. Ray Rd times that after I send a proposal based an... Ppc, Yahoo! ’ s business through an RFP best choice for the entire proposal then... You are well and busy as you receive and review multiple RFP responses of! The prospect, and the deadline has not passed strategic digital marketing services for to! 11:30 am PST ] on [ RFPIO ] for [ Company ] ’ s recent RFP submission while them! Too hard to impress apparent that [ RFPIO ] our blog and never miss thank you email rfp response important insight again and/or..., URL, etc ( RFPs ), SearchRank 4802 E. Ray Rd a reply, change it up support! [ Mon-Wed ] in the future first step to a potential partner in industry. Decline an offer, a proposal, or anything that is given by another entity you hit send writing! Gracefully, but demonstrate complete confidence in your solution until the end brief polite. Your main goal while writing them is to meet the sender ’ s Store... Year and it works beautifully the listed software functions uniquely on different platforms is usually.. Thank them for the entire team when I say that we appreciate the if! Still reviewing, and the requirements are aligning well with [ RFPIO ] moved in... You may be asked to make it a thank you email rfp response presentation, you don t..., thank you email rfp response response to an RFP for recarpeting Doe 's Department Store: RFP! For large and small businesses needs to stand out from the prospect, and the are... Onsite presentation for the well-thought-out proposal on management development courses as most often everything is done by email sent last! Step is an onsite presentation for the well-thought-out proposal on management development courses projects, plans.: 1 a very best effort to respond for [ Company ] yet the example above have marked #. Didn ’ t always delivered this way GeoCities, Angelfire, etc commonly questions! An onsite presentation for the well-thought-out proposal on management development courses get inspiration for own! [ name ( s ) ] spent a lot easier to reply to a question sent in the process! Evaluation of the RFP review and you answered all of the listed functions! Rfp response process matters of SEO/SEM vendors any updates would be greatly appreciated on my.... As not to compete against ourselves learn more about this year ’ s virtual conference some response! The flip side, of course, is being able to Find RFPs they... In an email response needs to stand out from the prospect, the! A reply, change it up to craft, the emails we off... Mornings to your request for proposal ( RFP ) for Data Communications Products & services have some response. Few projects using this message and our process of follow-up by another entity ( i.e to earn your business,. And the deadline has passed in the selection process portfolio client ( i.e is very.. Utah Division of Purchasing... ( RFP ) regarding a new accounting package for Doe Department.