March 15, 2024 2:48 pm

Peter Bonney

You might be asking, "do I really need an RFP response checklist?" The answer is "Yes you do." Thanks for coming to my Ted Talk.

I jest of course. But if you look at professionals who are serious about building effective processes - processes where life and death are at stake - you'll inevitably find checklists. Surgical checklists reduce medical errors and improve outcomes. Pre-flight checklists reduce airplane accidents. Checklists make for better processes. An RFP checklist makes for a better RFP response process.

Of course we aren't talking about surgeries or air travel, we're talking about sales. Specifically, about RFP responses. If the mere sight of an RFP landing in your inbox makes you want to sigh (or possibly groan), you're not alone. Requests for Proposals (RFPs) are notoriously time-consuming beasts. They demand meticulous attention to detail, pulling together information from various departments, and the endless cycle of copying and pasting from old responses. It's stressful, prone to mistakes, and the reward often feels disproportionate to the effort.

The result isn't just frustration. It's missed opportunities, strained teams, and a win rate that doesn't reflect the resources you pour into these proposals. There has to be a better way – and there is! A streamlined RFP process that begins with a thorough checklist, along with tools like Vendorful, can transform this tedious task into a source of competitive advantage.

The Pre-RFP Checklist: Laying the Foundation

To build an effective RFP response process, it is helpful to have a list of high-level goals/steps to inform each specific RFP response. A checklist to guide your RFP response checklist, if you will.

Here's a breakdown of the crucial steps to streamline your RFP response, ensuring accuracy and boosting your success rate:

1. Preparation

  • Understand the RFP Thoroughly:
    • Carefully read the instructions, making note of key requirements and hard deadlines.
    • Identify who is responsible for various sections and assign a timeline for completion.
  • Gather Relevant Resources:
    • Compile company materials like white papers, case studies, and marketing content.
    • Access previous tailored RFP responses related to this prospect/RFP.
    • Have contact information for relevant team members and subject matter experts handy.

2. Crafting Compelling Answers

  • Follow Instructions Precisely: Avoid losing points on easily preventable formatting or submission requirements.
  • Utilize Vendorful:
    • Leverage Vendorful's AI capabilities to analyze past RFPs and company documents, suggesting answers and ensuring consistent, updated information.
  • Tailor Your Responses: Don't be generic! Connect your company's unique solutions to the specific challenges and pain points outlined in the RFP.
  • Proofread Meticulously: Typos and careless errors reflect poorly on your company's professionalism.

3. Presentation and Packaging

  • Branding and Formatting: Ensure your proposal maintains a consistent, professional look in line with your company's identity.
  • Review and Approval: Get sign-off from essential decision-makers before the deadline.
  • Follow-up: Set a reminder system to check in with the prospect and move the opportunity forward according to their timeline.

The Essential RFP Response Checklist

When breaking down the RFP response process into steps, it is important to consider the different phases a proposal goes through before it's ready for submission. These phases include:

  • Identify and Analyze the Opportunity
  • Download and Review the RFP
  • Assemble Your RFP Response Team
  • Develop a Response Timeline
  • Gather Information and Content
  • Write
  • Respond With a Winning Bid

Let's break down each of the following steps into the necessary sub-steps for completion of the RFP response:

1. Identify the opportunity

  • Determine if your company is a good fit for the RFP
    • Consider your company's qualifications and experience.
    • Assess whether your company's solutions align with the RFP's requirements.
    • Evaluate the potential value of the project to your company.
  • Decide whether to pursue the opportunity
    • Weigh the costs and benefits of responding to the RFP (use an RFP go no go template to help).
    • Consider your company's resources and capacity.
    • Make a decision based on your overall business goals.

2. Review and Analyze the RFP

  • Carefully review the RFP document
    • Pay close attention to the deadlines, submission requirements, and evaluation criteria.
    • Identify the key requirements and specifications outlined in the RFP.
    • Look for any questions that the RFP asks you to answer. Remember to look for questions embedded in the text as well as actual structured questionnaires!
  • Do internal research
    • Engage sales team for insights
    • Pore over CRM, Sales Ops and Marketing systems for relevant data
  • Develop your win themes
    • Analyze customer needs and objectives
    • Align those needs and objectives with your strengths and differentiators

3. Assemble the RFP response team

  • Identify the key stakeholders who will be involved in the RFP response process
    • This may include subject matter experts, sales representatives, marketing professionals, and proposal writers.
    • Consider the specific expertise and experience that each team member can contribute.
  • Assign roles and responsibilities to each team member
    • Clearly define what each team member is responsible for.
    • Ensure that everyone on the team understands their deadlines and deliverables.
  • Establish a communication plan
    • Determine how the team will communicate with each other throughout the RFP response process.
    • This may include regular meetings, email updates, or a shared document workspace.

4. Develop a response timeline

  • Create a timeline for completing each step of the RFP response process
    • Break down the RFP response process into manageable tasks.
    • Estimate how long it will take to complete each task.
    • Factor in buffer time for unexpected delays.
  • Set deadlines for each task
    • Assign deadlines to each team member for their respective tasks.
    • Track your progress against the timeline and make adjustments as needed.

5. Gather information and content

  • Collect the information you need to respond to the RFP questions
    • This may include company information, product or service information, pricing information, and case studies.
    • Conduct any necessary research to fill in any gaps in your knowledge.
  • Develop the content of your RFP response
    • Draft compelling responses to the RFP questions.
    • Use clear, concise, and persuasive language.
    • Highlight your company's qualifications and experience.
    • Quantify your value proposition whenever possible.
  • Proofread and edit your content
    • Ensure that your RFP response is free of errors and typos.
    • Have a colleague or editor review your response for clarity and conciseness.

6. Write, edit, and proofread your response

  • Draft your RFP response
    • Organize your response in a logical and easy-to-follow format.
    • Address all of the RFP's requirements and questions.
    • Use strong visuals and graphics to enhance your response.
  • Edit and proofread your response
    • Ensure that your response is free of errors and typos.
    • Have a colleague or editor review your response for clarity and conciseness.

7. Submit your RFP response

  • Finalize your RFP response
    • Ensure that your response meets all of the RFP's submission requirements.
    • Convert your response to the required format (e.g., PDF, Word).
  • Submit your RFP response
    • Submit your response to the issuing organization by the deadline.
    • Follow the submission instructions carefully.


This RFP response checklist provides a solid foundation for crafting accurate, compelling proposals. But imagine going even further – reducing the hours spent on RFPs, ensuring the most up-to-date information is always at your fingertips, and minimizing the risk of frustrating errors. That's the power of an AI-assisted solution like Vendorful.

Vendorful isn't just about efficiency. It's about empowering your sales teams and proposal managers to focus on what they do best: building relationships and showcasing your solutions. It's about transforming the RFP process from a dreaded chore into a reliable path to growth.

Answer RFPs in minutes!

Sign up for Vendorful's AI Assistant for free.

About the Author

Peter Bonney is a co-founder and Chief Executive Officer at Vendorful. He has been helping organizations with their RFP challenges since 2016. Prior to that, in his role as an investment manger, he watched way to many companies get burned by poor RFP processes, and personally dealt with the pain of DDQs and other complex business questionnaires.

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