We're calling this "Confessions from the other side of the RFP process."
You’ve read the brief, opened 12 attachments, debated the word count, and sworn you’ll never leave it this late again.
But have you ever stopped to wonder what the procurement team, the mysterious group scoring your RFP response, actually thinks while reviewing it?
We have. And after years of writing, reviewing, and rescuing bids, we can tell you exactly what’s going through their minds.
Here’s what procurement teams wish every supplier knew when responding to an RFP.
1. We Don’t Have Time to Decode You
Procurement teams often have to read dozens of proposals in a matter of days.
If your answers are long-winded, repetitive, or filled with corporate jargon, you’re making their job harder... and that’s not a good start.
“If I need a dictionary and a coffee refill just to get through your first paragraph, we have a problem.”
Tip: Keep it clear, concise, and easy to score. Write like a human, not a legal document.
2. Answer the Question — Exactly as Asked
You’d be amazed how many suppliers don’t actually answer the question.
They dance around it, paste marketing fluff, or write what they wish the question was instead.
Procurement evaluators are literally holding a scoring sheet that says “Marks awarded for demonstrating X.” If you don’t show X, you don’t get points. Simple as that.
Tip: Mirror the structure and language of the question. Make it easy for evaluators to tick every scoring box.
3. Structure Is Everything
A good bid isn’t just about great content — it’s about how easy it is to navigate.
Evaluators love clear headings, logical flow, and consistent formatting. If they have to dig through paragraphs to find your answer, your score will suffer (even if the content is brilliant).
Tip: Use formatting wisely — bullet points, subheadings, and short paragraphs. Think “clarity over creativity.”
4. We Don’t Care That You’re “Innovative” (Unless You Prove It)
Every bidder says they’re innovative, committed, and customer-focused.
Procurement teams see these buzzwords daily — and they mean nothing without evidence.
Tip: Show, don’t tell.
Instead of: “We are highly innovative.”
Try: “We introduced an AI-based reporting system that reduced manual admin by 30% last year.”
That’s how you turn fluff into fact.
5. We Notice When You Don’t Understand Us
If your response sounds generic, or like it’s been copied and pasted from another bid, evaluators spot it instantly.
They want to see that you’ve understood their specific goals, values, and challenges not just thrown your brochure at them.
Tip: Reference the client’s context. Use their terminology. Align your solution with their priorities (as listed in the RFP).
6. We Know When You Rushed It
Typos, mis-numbered sections, missing attachments — they scream last-minute panic.
A sloppy bid doesn’t inspire confidence in your delivery. Remember, procurement teams assume you’ll treat their project the same way you treated their tender.
Tip: Always build in a review day before submission. Fresh eyes can save your score (and your sanity).
7. We Actually Want You to Do Well
Procurement teams aren’t your enemy. They genuinely want good suppliers to succeed.
The goal of an RFP isn’t to trip you up; it’s to find a partner who’s clear, capable, and trustworthy.
They’re not looking for perfection, just clarity, compliance, and confidence.
Tip: Write like you’re helping them choose you — not like you’re trying to outsmart them.
Final Thought: Make It Easy to Say “Yes”
When you think of procurement teams as partners rather than gatekeepers, everything changes.
They don’t want buzzwords. They want clarity. They don’t want long essays. They want answers. They don’t want chaos. They want confidence.
So next time you’re responding to an RFP, remember: your job isn’t to impress — it’s to make their decision easy.
And that’s what wins bids.
Need help crafting RFP responses that evaluators love to read (and score highly)?
At RFP Solutions, we turn complex requirements into clear, compliant, and compelling proposals... the kind that make procurement teams breathe a sigh of relief.
Contact us
info@rfpsolutions.co.uk
07403 409 396