6 Request for Proposal Email Samples to Close a Deal

By Indeed Editorial Team

Published 30 June 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

When organisations need to hire third-party vendors for certain projects, they usually issue a request for proposal (RFP). As a company responding to these RFPs, you're likely to email key decision-makers outside your company. You may have to send multiple emails for different scenarios during the RFP process. In this article, we share some examples of emails that you may have to send to a prospective client on various occasions, along with tips to keep in mind when crafting your RFP response.

What is a request for proposal?

A request for proposal, or RFP, is a document that organisations use to describe what product, service or solution they want to purchase through a bidding process. An RFP also contains details about the evaluation process for these bids. Businesses commonly use RFPs when they know what exactly they want to buy and are soliciting multiple offers.

Once the issuing organisation receives all the RFPs, they create a list of the suitable proposals and open contract negotiations. Organisations can easily identify which bids meet their requirements. They award the contract to the bidder that most closely matches the organisation's needs and budget requirements.

Examples of request for proposal email

Since you sent the RFP response email to one of your potential clients, you should definitely handle it with care. Here are some sample RFP related emails you can send based on your own situation:

Email for RFP submission

When you submit an RFP, it's important to write a personalised cover letter to capture the interest of the email recipient. A well-drafted, thoughtful cover letter reinforces your brand and its value, promotes your key differentiators and builds a connection with the receiver. Here's an example:

Dear Mr. Pak,

Regarding your request for proposal (RFP), Max Technology Solutions is delighted about the opportunity to provide you [service requested]. Having worked with Asher Inc., Newsworld Corporation and Low Group, we believe a partnership with Ivy Group would greatly impact your customer satisfaction. Attached, you can find the following folders and files to accompany the RFP response from Max Technology Solutions:

  • [Relevant File]

  • [Relevant File]

  • [Relevant File]

We would be honoured to work with Ivy Group and earn your trust and business as a result of this RFP submission. With over 15 years of experience serving multiple companies with staffing solution, our offering perfectly aligns with your requirement. This makes the potential of us doing business together much more exciting. I foresee great progress in the futures of Ivy Group and Max Technology Solutions due to this new partnership.

We look forward to the next steps as we continue this journey together. If you have any follow-up questions after the review, please don't hesitate to contact me directly.

Best regards,

Kenneth Lau

Follow up email for proposal submission

After you've emailed the RFP details, the clients may occasionally become unresponsive. In such situations, remain vigilant and send a follow-up email. When you put a little thought and foresight to draft a well-written email, it can produce quick results. Here's an example:

Hi Amy,

I hope you're doing well.
I was wondering if you had time to look over our most recent proposal—[Include a brief summary of the proposal].
We're looking forward to hearing your thoughts and getting started on this project! Please feel free to reach out to me directly if you have any follow-up questions or need further clarifications regarding any specifics of the proposal. I would also be happy to hop on a quick call or share samples of our work if required.

Thank you!
Paul Chan

Read more: Dear Sir or Madam: How To Use It and Alternatives

Response email after winning a proposal

Winning an RFP is an accomplishment. It sets the platform for a well-suited business partnership that can bring more opportunities. Here's an example for a response email after winning a proposal:

Hi Flora,

I am excited to learn that Max Technology Solutions has moved forward in the selection process. We really appreciate this opportunity to earn your business, and we hope to build a lasting business partnership with Ivy Communications.

As outlined in the RFP process, the next step is a product demo scheduled for the last week of July. I am available during the morning hours, from Tuesday to Friday. Can you let me know if any of these times work for your team?

Looking forward to meeting you soon.

Thanks and regards,
Kenneth Chan

Response email after losing a proposal

A respectful response to a sales loss is a great way to demonstrate that your organisation is professional and reputable. In addition, your company positions itself for future business when you sent a focused follow-up email even after losing a bid. Here's an example:

Hi Paul,

Thank you for the update. We are grateful for having taken part in the RFP process with Ivy Group. It was a pleasure to demonstrate our product with your team of esteemed professionals.

We respect your decision to proceed with another vendor. However, it would be really helpful if you can provide some feedback on how Max Solutions can continue to improve.

Thank you for considering our request, and let me know if there's anything else that we can assist your team with now or in the future.

Sincerely,

Jenny Wang

Read more: Email Etiquette: Best Regards and Alternative Salutations

Acknowledgement email sent after receiving an RFP

When a potential client sends an RFP to your company, you must send an acknowledgement email within a short time frame. Here's an example:

Dear Mr Paul,

We have received and accepted your request for a proposal and have already begun putting together the first draft. We look forward to showing Ivy Communications and the whole evaluation team why our company, Max Technology Solutions, would be a strategic solution to address the current and future demands that Ivy Corporation faces in its automation process.

Based on the current status of the proposal, I can show how Max Technology Solutions can help to identify repetitive processes for automation, save employees time to focus on other high-level tasks and save costs across your organisation.

I will follow up within the next couple of days if we have any questions about the RFP.

Thank you again for the opportunity!

Regards,
Benny Chan

Response email requesting clarification or more information on RFP

Sometimes, as you prepare your response for an RFP, you may have some questions or require clarifications. Here's an example of such an email that you can send to the prospective client:

Hi Regina,

Thank you for the comprehensive and detailed RFP outline.

We're currently in the process of reviewing the guidelines, and I'm pleased to let you know that your requirements perfectly align with our offering. That said, we have a few questions and comments about the RFP outline and would like to schedule a 45 minutes session with you to ensure that we're on the same page regarding the RFP.

Would your team be available on Monday, July 5 at 10 am? Kindly confirm, and I'll send over a calendar invite.

Thanks and speak to you soon,
Arthur Lam

Read more: Email Etiquette: The Professional Business Email Format

Tips to help you draft your RFP response

Here are some tips to keep in mind when crafting your response for an RFP:

  • Always create a personalised proposal for each new RFP that you respond to. For example, a proposal to a government RFP can significantly differ from a proposal to a non-profit organisation.

  • Focus on the client's problems or needs and demonstrate how you can help them. Include social proofs that illustrate your professionalism and ability to solve their particular problem.

  • Responding to an RFP requires the support of a team that can help with different aspects of the RFP. Therefore, the ability to work together as a team when responding to an RFP is critical.

  • It's important not to overload your proposal with highly technical terms. It's always better to keep your responses clear, simple and straightforward.

  • Always keep the deadline in mind as you don't want to rush things at the last moment. It's even better if you can submit it ahead of the deadline.

  • Be honest with yourself when completing the proposal. Ensure that your company can meet the deliverables on time as promised in the RFP.

  • Before submitting your RFP response, take time to review your documents for formatting and typographical errors.

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