Follow-Up #1 – When you haven’t heard from the prospect, and the deadline has not passed. 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. But, first and foremost, it must follow proper structure. Putting Together Proposal and Sending a Response. To win the bid, your response needs to stand out from the crowd — by a mile. 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. Depending on the situation, what you say in that email could be the final step in closing that deal. The thank-you email example below provides a template to use for your own thank-you email. 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. Founded in 1997, SearchRank is an original search and social media marketing company providing strategic digital marketing services for small to large businesses. There are some thank you emails that you can safely ignore, like those from salespeople whose products you are not interested in purchasing. Don’t start writing as soon as you get the RFP. A request for proposal presentation serves a number of purposes. You have successfully responded to an RFP. 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 … 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). 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. On the second follow-up, gently back away to see if that draws them in. Follow-Up #2 – When you still haven’t heard from the prospect, and the deadline has passed. 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. 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. 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]. 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 Response to Request for Proposal . Interview Thank-You Email Example . It is apparent that [name(s)] spent a lot of time putting this request together. Is your team available at [11:30 am PST] on [Friday] for this review session? However because we already have clients that are similar to your business model, we are going to have to pass on your project. 1. 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. Some people might use sophisticated contact management software of even proprietary software that helps them keep track of the proposal process. 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. 2. Perhaps the project is hung up due to competing priorities, the project is taking a different direction, or another vendor has been decided? Thank you for responding to our Request for Proposal (RFP) regarding a new accounting package for Doe's central office. 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. I am honored that [RFPIO] has been selected to respond for [Company]’s business through an RFP. ProTip: Keep your first follow-up message brief and polite. 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. But emails are instantaneous. <<< 7. 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). 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. Thank you for your consideration. This feature will send an automatic email back to whoever sends you an email. 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. “My pleasure. ProTip: Lose gracefully, but demonstrate complete confidence in your solution until the end. There are four main types of contract documents that you will encounter as a business development or sales manager: 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. More Posts - Website - Twitter - Facebook - Pinterest. 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. 5. I have inserts for PPC, Yahoo!’s paid inclusion, Business.com, link building, etc. The attractiveness of their brand as a portfolio client (i.e. 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. A response letter to a lost sale is typically a short email or fax after you have received writing in confirmation. Related: How RFP software helps you streamline RFP responses. We appreciate the time that went into your impressive proposal of April 5. Dear Ms. Abike, Thank you for inquiring about the email software advertised on my blog. 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. For example, I have an insert for SEO for a static site and one for a dynamic. It’s certainly not rocket science but is a method to the madness. 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.. Once I get these (I complete all proposals), my first action is to look at their site. 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. I trust you are well and busy as you receive and review multiple RFP responses. 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 … I will follow up within the next week with any questions we have about the RFP. 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 proposal to reprocess gravity data on the Macintosh property. You can also learn how to automate your confirmation emails. 2. On the other hand, the process is certainly used to narrow down the list and cut the slack. Each of the listed software functions uniquely on different platforms. If you are requesting a benefit or an opportunity, such as when you apply for a new job, end your email with this sentence. 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. 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’ll need to tailor it to reflect your own circumstances. 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. I might ask for further information, suggest additional services or even explain why we would be the best choice for the project. 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. The flip side, of course, is being able to find RFPs once they go public. Let’s schedule a few minutes to chat, so I can better understand the specifics you were looking for. I use an arrow to point to the reason which in the example above have marked reason # 6. At this time we are still reviewing, and the requirements are aligning well with [RFPIO]’s offerings. 1 - Short and sweet sample. 15 Types of Thank you email examples for registering, ordering, booking, subscribing, paying, attending, signing up, etc. 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. I didn’t start using the third message until this year and it works beautifully. This is in reference to your request for bid on the project. You can also thank them for the time if getting the information for you was time-consuming. You used everything that you learned to make it a great presentation, you performed well, and you answered all of the questions. RFP response example: Be succinct and real. I was thrilled to learn that [RFPIO] moved forward in the selection process. 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. Sites containing pornography, nudity or dealing with gambling. 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 …. They may need you to provide information, set up a call or send a sample product. 6. Thanks for some thoughtful suggestions for responding to an RFP. It’s a lot easier to reply to a thank you email. 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. Don’t dismiss the importance of your response to an RFP email and remember to take your time before you hit send. They also want to get to know you and understand what your real voice is. Per the outline of the RFP process, the next step is an onsite presentation for the last week of [August]. 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. 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. 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. So, an inquiry response is simply the email you write in response to an inquiry you received earlier. Since 1997, David has been involved in developing successful search engine and social media marketing campaigns for large and small businesses. We have received your price quotes for furnishing our Park City offices; thank you for your prompt response. ... thank you for giving us the opportunity to respond to this RFP and we look forward to We passed our deadline of [August 1], and I haven’t heard from anyone at [Company] yet. 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. 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). 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. When someone writes you a thank you note, you don’t generally need to reply to it. As we approach your review timeline of [August 1], I wanted to check in proactively on [RFPIO]’s submission. RFP response example: Cover letter. 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