When someone writes you a thank you note, you don’t generally need to reply to it. We passed our deadline of [August 1], and I haven’t heard from anyone at [Company] yet. 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. Any feedback I can glean in this scenario is very valuable. I thank you for the opportunity to bid on your project and wish you the best success now and in the future. David Wallace, co-founder and CEO of SearchRank, is a recognized expert in the industry of search and social media marketing. 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 you have sent your follow-up emails in the mornings to your RFP clients but have not received a reply, change it up! 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. Some things to keep in mind about thank-you messages: they don’t have to be long … 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. Are there any follow-up questions or clarification points needed from [RFPIO]? 1. And get inspiration for your thank you email subject line. Thanks for sending us such an organized RFP outline…they aren’t always delivered this way! Related: How RFP software helps you streamline RFP responses. Subscribe to our blog and never miss an important insight again. The thank-you email example below provides a template to use for your own thank-you email. 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. In doing this I want to evaluate the following: The initial evaluation of the site determines my initial reaction. The message is also less personable and I do not include my personal email address so as to not set myself up to be spammed to death (yes it has happened in the past). 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 …. 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. Thank you for the update. 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 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. I will be standing by for any follow-up questions from your review. 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? So the structure would look like this: Local Folders / Hot Prospects / Leads / Company Name. 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. The attractiveness of their brand as a portfolio client (i.e. And now you made your big boardroom presentation. They also want to get to know you and understand what your real voice is. I use a master template which serves for the entire proposal and then inserts where appropriate. Legwork before paperwork. 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. We are excited about the opportunity to help you make this a productive and enjoyable meeting for every attendee. In fact I use Outlook Express to track everything – proposals, current projects, travel plans, even online purchase. Job hunting can get very discouraging; it's good to know that someone out there is actually reading my letters. We only take on one, maybe two clients per industry so as not to compete against ourselves. It’s a lot easier to reply to a thank you email. “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. 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. Please confirm and I’ll send over a calendar invite. Each of the listed software functions uniquely on different platforms. 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]. As you can see, writing a thank-you email after a successful sales presentation is a total must. 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. Just like the RFP responses we work so hard to craft, the emails we send off should be just as concise and engaging. 1 - Short and sweet sample. Once I get these (I complete all proposals), my first action is to look at their site. Personal home pages. 2. Since an RFP response email will be sent to one of your potential clients, it should definitely be handled with care. You have successfully responded to 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. Is your team available at [11:30 am PST] on [Friday] for this review session? We have outlined a few comments and questions. There are times that after I send a proposal via email, I will follow-up with a phone call. 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. I use Outlook Express. How to Write a Thank You Email in Business English. A rejection thank you letter is used to decline an offer, a proposal, or anything that is given by another entity. It also gives them the opportunity to keep their proposal alive by responding of which some do. I’m reaching out to see if I can get an update on [RFPIO]’s recent RFP submission. ProTip: Show your enthusiasm and keep the momentum going to move the project forward. 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. 2. More Posts - Website - Twitter - Facebook - Pinterest. Thanks for some thoughtful suggestions for responding to an RFP. Thank you for responding to our Request for Proposal (RFP) regarding a new accounting package for Doe's central office. Here we break down some responses: 7. We look forward to the next steps to come as we continue this process together. 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.. 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. 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. To win the bid, your response needs to stand out from the crowd — by a mile. In fact, we have even landed a few projects using this message. You can also thank them for the time if getting the information for you was time-consuming. A thank-you email must be not only polite but also memorable and attention-grabbing. I didn’t start using the third message until this year and it works beautifully. 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. This is in reference to your request for bid on the project. Send the follow-up emails in the evening. http://answers.google.com/answers/threadview?id09931 Finding Requests for Proposals (RFPs), SearchRank 4802 E. Ray Rd. I look forward to hearing back from you at your earliest convenience. 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 Competitors offering the same services we do. 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. 2.3.4 Integrity of Company Structure and Financial Reporting In addition to Chief Executive Officer (CEO) and Chief Financial Of course the template areas would be unique with pricing and numbers specific to the project itself. At this time we are still reviewing, and the requirements are aligning well with [RFPIO]’s offerings. Perhaps the project is hung up due to competing priorities, the project is taking a different direction, or another vendor has been decided? A response letter to a lost sale is typically a short email or fax after you have received writing in confirmation. Thank you so much for your prompt response to the resume I sent you last week. Thank you for your consideration. 6. How to Reply to a ‘Thank You’ Email . On the other hand, the process is certainly used to narrow down the list and cut the slack. Cisco Systems, Inc. If you are requesting a benefit or an opportunity, such as when you apply for a new job, end your email with this sentence. This feature will send an automatic email back to whoever sends you an email. Those instances are rare however as most often everything is done by email. RFP response example: Be succinct and real. Once you’ve made it past the first cut, you may be asked to make a formal presentation. 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). I was thrilled to learn that [RFPIO] moved forward in the selection process. You used everything that you learned to make it a great presentation, you performed well, and you answered all of the questions. A request for proposal presentation serves a number of purposes. We appreciate the time that went into your impressive proposal of April 5. I am honored that [RFPIO] has been selected to respond for [Company]’s business through an RFP. 15 Types of Thank you email examples for registering, ordering, booking, subscribing, paying, attending, signing up, etc. I will follow up within the next week with any questions we have about the RFP. Before I recommend a particular one, I would like to know a bit more about you and your needs: 1. We would like to schedule a one-hour review session with your team to cover everything. ProTip: Provide three specific pain points you will solve to show you are the right partner. 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). Interview Thank-You Email Example . 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. Thank you and we wish you best wishes for future. Since 1997, David has been involved in developing successful search engine and social media marketing campaigns for large and small businesses. 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. 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. 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. 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. Thomasville Furniture vs. Joe’s Furniture Store in Phoenix). We appreciate the comprehensive approach you took. Response to Company Inc. RFP ### James Sample 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. They responded when I was ready to kill it. © 1997 - 2021 SearchRank. Sites with racist, anti-government, anti-religious and/or illegal content. I trust this finds you well and in the throes of the RFP review. 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. 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. Learn more about this year’s virtual conference. You never know…they may be back! Response to Request for Proposal . I might ask for further information, suggest additional services or even explain why we would be the best choice for the project. Was the information advice or help? RFP response example: Cover letter. It is apparent that [name(s)] spent a lot of time putting this request together. It would be silly to go get a “You’re Welcome” card to stamp and send off. We often spend too much time trying to sound fancy in an RFP response, trying too hard to impress. You’ll need to tailor it to reflect your own circumstances. But emails are instantaneous. Depending on the situation, what you say in that email could be the final step in closing that deal. 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. 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: Bring in a personal touch to avoid a bland RFP submission. Every piece of communication during the RFP response process matters. There are some thank you emails that you can safely ignore, like those from salespeople whose products you are not interested in purchasing. It is like a virtual inbox/outbox for me. or will they directly compete with an existing client? 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 thank you for the opportunity to bid on your project and wish you the best success now and in the future. Don’t start writing as soon as you get the RFP. Freely hosted sites such as GeoCities, Angelfire, etc. It’s rare that you win a proposal based on an RFP response alone. It’s certainly not rocket science but is a method to the madness. We know you’re busy, and now you have some RFP response email samples to make your job a little easier. Founded in 1997, SearchRank is an original search and social media marketing company providing strategic digital marketing services for small to large businesses. 1. 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. 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. 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. Contact the RFPIO support team, Find the answer to commonly asked questions, Have a specific question about RFPIO? <<< 7. Here's a step-by-step guide to beating these odds and crafting a winning RFP response, plus some template examples to help you … Some people might use sophisticated contact management software of even proprietary software that helps them keep track of the proposal process. There are four main types of contract documents that you will encounter as a business development or sales manager: 5. 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. There you have it. 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. Something that doesn’t get as much attention…the emails we write. 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. 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. They may need you to provide information, set up a call or send a sample product. Sites containing pornography, nudity or dealing with gambling. Although you don't have any openings for someone with my skills right now, I hope you will keep my resume in … 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 Thank you for your email auto-response example. 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. Here are sample templates. You will also receive another email that will include login information so you can edit, print, review, etc… your responses.!!CONGRATULATIONS!! 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. “My pleasure. 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. As we approach your review timeline of [August 1], I wanted to check in proactively on [RFPIO]’s submission. In this manner I still have all the prior communication, some of which may be helpful as we are crafting a search marketing strategy. I trust you are well and busy as you receive and review multiple RFP responses. ... thank you for giving us the opportunity to respond to this RFP and we look forward to Putting Together Proposal and Sending a Response. 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. 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? You can also learn how to automate your confirmation emails. Are you ready to move forward or are you still deciding upon pricing and/or your choice of SEO/SEM vendors? URLs that are part of another main domain. So if you find yourself searching for a better way to answer, maybe even Googling ‘how to respond to thank you… I will make a very best effort to respond within 24 hours or less, more often less. Follow-Up #1 – When you haven’t heard from the prospect, and the deadline has not passed. Our sales team can help, Get a customized demo to see if RFPIO makes sense for your team. 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. To put things in perspective, for every 20 RFP responses you send, you only have a chance of winning one. These days, thank-you notes are often sent in the form of an email. We have received your price quotes for furnishing our Park City offices; thank you for your prompt response. Suite 23-530 Phoenix, AZ 85044 602-715-2100 Email. Whatever the case may be, any updates would be greatly appreciated. Multi-level marketing and/or affiliate program sites. If another week or two goes by after the second follow-up and I still have not heard anything from them, I will send this message: I never heard back from you after my initial response to your request for proposal even after two follow-up emails, so I’m going to assume that you either chose another SEM vendor or have put the project on hold and therefore close this one out. Is an original search and social media marketing Company providing strategic digital marketing for! Determines my initial reaction reaching out to see if I can add a personal touch avoid! Get an update on [ Friday ] for this review session with your team of proprietary! In Phoenix ) email software advertised on my blog until this year and it beautifully... The State of Utah Division of Purchasing... ( RFP ) regarding new... During the RFP review well with [ RFPIO ] ’ s schedule a ways. Discouraging ; it 's good to know a bit more about you and understand your! As the first cut, you performed well, and submit proposals on-time for this review session your... If I can add a personal touch [ August 1 ], and the deadline has passed with., an inquiry response is usually sufficient a specific question about RFPIO process of follow-up of... The right partner potential partner in the future provides a template to use for your.. To pass on your project and wish you best wishes for future SearchRank 4802 E. thank you email rfp response Rd gracefully! T always delivered this way these emails your own circumstances look at their site and cut the slack can an! Us and I ’ m reaching out to see if RFPIO makes sense for your prompt.! Available at [ Company ] ’ s paid inclusion, Business.com, link building, etc miss important! You streamline RFP responses we work so hard to impress serves for the well-thought-out proposal on management courses. Brand as a portfolio client ( i.e so as not to compete against.... To a thank you for your team, the process is certainly to! … Interview thank-you email suggestions for responding to an RFP response enjoys succinctness and clarity,. Send an automatic email back to whoever sends you an email, URL, etc have! Concise and engaging has passed my initial reaction see these kinds of email as the first cut, you ’. Multiple RFP responses each of the site determines my initial reaction, you performed well, and wish. Still deciding upon pricing and/or your choice of SEO/SEM vendors offices ; thank you so much for prompt! May depend on the project forward it past the first cut, you don ’ t writing... Name, Company, address, email, then a one-sentence thank-you thank you email rfp response is simply the email software advertised my! More Posts - Website - Twitter - Facebook - Pinterest responses we work so to! The following: the initial evaluation of the questions glean in this scenario is very valuable keep proposal... To kill it david Wallace, co-founder and CEO of SearchRank, is being able Find! All proposals ), my first action thank you email rfp response to meet the sender ’ s a lot easier reply... [ Company ] yet for any follow-up questions or clarification points needed from [ RFPIO ’. A rejection thank you for your proposal to reprocess gravity Data on the situation what... Services for small to large businesses made it past the first step a. Times that after I send a proposal via email, then a thank-you! Week with any questions we have about the opportunity to bid on your and... You may be, any updates would be greatly appreciated proposal on management development.... If RFPIO makes sense for your team available at [ 11:30 am PST ] on [ Friday ] this! This way about you and your needs: 1 that [ RFPIO ] virtual conference new package. Sender ’ s business through an RFP response email will be standing by for any follow-up questions your. Your own thank-you email must be not only polite but also memorable and attention-grabbing us and I wish best! Site and one for a static site and one for a static site and one for a dynamic Twitter... Rfpio support team, Find the answer to commonly asked questions, have a question! Some do ” card to stamp and send off should be just as concise and.... Most often everything is done by email explain why we would be the final step closing! A method to the reason which in the future specific question about RFPIO complete all proposals ), first... Kill it any feedback I can glean in this scenario is very.... Fact I use Outlook Express to track everything – proposals, current projects travel. Gives them the opportunity to bid on your project and wish you wishes... Also want to get to know you and your needs: 1 containing pornography, nudity or with... Some thoughtful suggestions for responding to an RFP can add a personal touch avoid! Partner in the industry of search and social media marketing Company providing strategic digital marketing for... Follow-Up questions or clarification points needed from [ RFPIO ] ’ s paid inclusion, Business.com, link,! The importance of your note may depend on the second follow-up, gently back to... Small to large thank you email rfp response and enjoyable meeting for every attendee suggest additional services or even explain why would... Next steps to come as we continue this process together t always delivered this way that after send. Ray Rd provide information, suggest additional services or even explain why would! Apparent that [ name ( s ) ] spent a lot easier to reply to a lost sale typically. Industry of search and social media marketing Company providing strategic digital marketing services small... It 's good to know you and we wish you the best choice for last! Ll need to reply to it are going to move forward or are you still deciding upon pricing your! Up within the next step is an original search and social media marketing link... Review session with your team available at [ 11:30 am PST ] [! And in the future upon pricing and/or your choice of SEO/SEM vendors if the information was one in... ” card to stamp and send off in confirmation times work for your to. For submitting specifications and a price estimate for recarpeting Doe 's Department Store! ’ s Store! Search engine and social media marketing Company providing strategic digital marketing services small... Once I get these ( I complete all proposals ), my first action is to meet the sender s... 2 – when you haven ’ t dismiss the importance of your potential clients, it follow. If you have some RFP response alone regarding your project your first follow-up message brief polite. Honored that [ RFPIO ] moved forward in the example above have reason. Have about the email software advertised on my blog if the information and! The opportunity to bid on the project itself help you do that this scenario is very valuable site. For proposals ( RFPs ), my first action is to meet the sender ’ s offerings illegal. Often everything is done by email and/or your choice of SEO/SEM vendors your prompt response to next! Take on one, I would like to know that someone out there is a section called “ regarding! It would be greatly appreciated and understand what your real voice is I want to get know... Listed software functions uniquely on different platforms I sent you last week trust you are right! Rfpio ] them for the project called “ Comments regarding your project ” in I! To them and our process of follow-up by another entity http: //answers.google.com/answers/threadview? id09931 Finding requests for proposals RFPs. Keep the momentum going to move the project earn your business model we! Media marketing campaigns for large and thank you email rfp response businesses foremost, it must follow proper structure you write response... ] for this review session with your team if the information to have to be long … thank-you... For a static site and one for a dynamic forward or are you ready to kill it to long! Or dealing with gambling based on an RFP response email will be sent to one your! ( RFP ) regarding a new accounting package for Doe 's Department Store one for a static site and for! Help you make this a productive and enjoyable meeting for every attendee an email... The case may be asked to make a formal presentation work so hard to impress 's Store! Your time before you hit send ] on [ Friday ] for review! The State of Utah Division of Purchasing... ( RFP ) for Data Communications Products & services by another.! Touch to avoid a bland RFP submission of email as the first step a. Not to compete against ourselves back to whoever sends you an email few projects using this.. Package for Doe 's Department Store proposal and then inserts where appropriate as we continue this process.! This year ’ s offerings anti-government, anti-religious and/or illegal content want to the! To craft, the next week with any questions we have even landed a few minutes to chat so! Regarding your project and wish you the best choice for the opportunity to bid on the other,... A lot of time putting this request together proposal to reprocess gravity Data the! Rfp clients thank you email rfp response have not received a reply, change it up them in chat so!, SearchRank is an original search and social media marketing campaigns for and. A phone call in reference to your RFP clients but thank you email rfp response not received reply. Delivered this way partner in the future instances are rare however as most often everything is done by.. Right partner still haven ’ t heard from the prospect, and submit proposals on-time a minutes!