Responding to an RFP can feel like sitting an exam you didn’t revise for. Pages of instructions, tight deadlines, and the creeping suspicion that the person who wrote it doesn’t actually want you to understand it.
But here’s the good news: winning bids isn’t magic. It’s method.
Whether you’re a small business chasing your first contract, or a seasoned bidder looking to boost your win rate, these 10 proven RFP response tips will help you write clearer, stronger, and more successful proposals.
1. Read the RFP. Then Read It Again.
Sounds obvious, but you’d be amazed how many bidders skim-read the brief.
Every RFP hides clues about what the buyer really values; look for evaluation criteria, weightings, and keywords that show what matters most.
Tip:Highlight every question and scoring rule before writing a single word. If the buyer’s giving you the test questions in advance, use them.
2. Answer Exactly What’s Asked — No More, No Less
If the question says “Describe your approach to project management," don’t paste your entire operations manual.
Evaluators aren’t marking effort; they’re marking relevance.
Tip: Mirror the question structure in your answer. If they ask for three points, give three points. Use subheadings so the scorer can tick off your answers line by line.
3. Write for Humans, Not Committees
Procurement teams are made of people - busy people - often reading dozens of proposals back-to-back.
So forget the jargon and corporate buzzwords. Clear writing doesn’t make you sound simple; it makes you sound confident.
Tip: Swap “utilise” for “use,” “facilitate” for “help,” and “robust framework” for… just framework.
4. Tell a Story (Even in Technical Bids)
Even the most technical response benefits from a little storytelling.
Frame your answer like this:
Problem → Solution → Benefit → Evidence.
It gives your response flow, clarity, and persuasion and helps evaluators see why your approach works.
Tip: Back up claims with data or examples. “We improved response times by 42%” beats “We are efficient.” Every time.
5. Show, Don’t Tell
Every bidder says they’re innovative, client-focused, and reliable. But the winners prove it.
Tip: Use case studies, testimonials, and quantifiable results.
“We’re reliable” becomes “We’ve delivered 120+ projects with 98% on-time completion.”
Evidence is the difference between confident and convincing.
6. Make It Easy to Score
Procurement teams literally have score sheets. If they can’t find what they’re looking for quickly, you lose points.
Tip:Use consistent headings, numbered answers, and formatting that mirrors the RFP.
Make it impossible for them to miss your brilliance.
Think: “structured clarity” not “creative chaos.”
7. Speak Their Language
Every client has their own priorities — cost savings, innovation, sustainability, social value, compliance.
Tip: Reflect their terminology and tone. If they call it “carbon reduction,” don’t call it “eco initiatives.”
Aligning language builds subconscious trust. It signals understanding.
8. Start Early (No, Really)
The last 48 hours before submission should be for polishing, not panic.
Rushed bids lead to typos, inconsistencies, and missing attachments — all of which scream “we’re disorganised.”
Tip: Create an internal bid timeline. Aim to have a complete first draft at least 3 days before the deadline.
9. Review, Edit, Repeat
A strong review process can lift your score more than fancy design ever will.
Tip: Use fresh eyes - someone not involved in writing - to review for clarity, compliance, and flow. If they can’t find the answers quickly, neither can an evaluator.
And yes, run a spell check. Procurement people notice.
10. End with Confidence, Not Clichés
Avoid the dreaded “We would welcome the opportunity to work with you.” It’s fine — but forgettable.
Tip: End with a confident, tailored close.
“We’re excited by this project because it aligns perfectly with our experience delivering [similar project]. Our team is ready to begin immediately and exceed your outcomes.”
Specific, personal, memorable.
Bonus Tip: Don’t Fear Feedback
If you don’t win, always ask for feedback. It’s gold dust.
Understanding where you lost points helps you sharpen your next bid, and procurement teams respect suppliers who take feedback seriously.
The Bottom Line
Winning RFPs isn’t about who shouts loudest — it’s about who answers best.
Write clearly. Follow the rules. Prove your value. And make life easy for the person scoring your response.
Do that consistently, and you won’t just submit bids — you’ll win them.
Need help crafting a winning RFP response?
At RFP Solutions, we help businesses write clear, compliant, and persuasive bids that score higher and win more work.
Contact us
info@rfpsolutions.co.uk
07403 409 396