Tips for Crafting the Perfect RFP Response: A Beginners Guide to common structures

Crafting a response to a Request for Proposal (RFP) can be a daunting task, especially if you're new to the process. When starting it's important to understand the common structures of RFPs and how to approach them. In this blog post, we'll provide a beginner's guide to the four types, and offer top tips when replying.

Before you begin to build your response: Read the whole RFP carefully

Before you begin writing your response, it's essential to carefully review the RFP and understand the client's needs and requirements. Take the time to read the RFP thoroughly and make a list of any specific requirements or guidelines. This will help you decide on an appropriate response format (and determine which software you should use) so you can tailor your proposal accordingly.

There are many different structures and formats that can be used for a proposal. The most appropriate structure and format will depend on the RFP you are responding to. Some common structures and formats include:

1.??????Linear

2.?????Problem-solution

3.?????Benefits-driven

4.?????Question-and-answer:

Below I will go through each structure and highlight the key differences of each type:

1.?Linear tenders: This structure presents the information in a straightforward, chronological order.

Linear RFPs are a type of request for proposal (RFP) that follow a specific structure, with each section building upon the previous one. These types of tenders can take the most time, as they require you to find specific information to be able to answer the questions asked comprehensively, to start:

• Read the RFP carefully: Before you begin writing your response, it's essential to carefully review the RFP and understand the client's needs and requirements. Take the time to read the RFP thoroughly and make your list.
• Follow the structure of the RFP: Linear RFPs typically follow a specific structure, with each section building upon the previous one. Make sure you follow this structure in your response and address all of the points in the order that they are presented.

Pro tip: Use PDF conversion software to make the tender documents editable to save time in compiling response requirements.

How to begin your response to linear tenders:

• Start by highlighting the parts of the tender that need specific responses and inserting them as titles into a blank response format. If you are responding in Word for example, go right ahead and format the titles appropriately so they get picked up in the contents automatically.
• Place the question you intend to respond to underneath the title for reference. This helps in two ways;

1. Works as a point of reference so that the bid team can ensure they have fully responded to the question.
2. Minimises the number of documents you are working from, ideally all of the requirements from the tender will be incorporated into your working draft response so you can discard the original tender and work from one document.

• Determine the necessary information you require: The questions in the tender are designed to gather important information about your company and how you plan to approach the project. If you cannot answer a question yourself, identify who in your team/ business can, and tag them in the section as a reminder to you to reach out to them for the required answers.
• Comply with the requirements of the tender: Failing to answer some questions in the tender may result in your proposal being disqualified or rejected. Some tenders also limit page count, word count and mandate specific font sizes and line spacing. It is easier to set this up in the outset than in hindsight. Make note of these requirements early on and ensure your response adheres to them.

2.?Problem-solution: This structure presents the problem first, followed by the proposed solution.

A problem-solution style tender is a request for proposal (RFP) that outlines a specific problem that needs to be addressed, and asks potential vendors to propose a solution. To respond to a problem-solution style tender, you should follow these steps:

• Make sure you understand the problem that needs to be solved, if it is not clear you must ask clarification questions to help you determine what the ask is.
• Arrange a workshop with key stakeholders within your team to determine if you can offer a solution to the problem that meets the requirements. This may involve conducting additional research or consulting with external companies/ partners.
• In the response describe your solution to the problem. This should include your understanding of the problem, your proposed solution, and any supporting information.

It's important to be as thorough and detailed as possible in your proposal, as the organization issuing the RFP will be evaluating your response to determine if your solution and methodology addresses the project requirements.

Pro tip: Start with the contents titles to ensure your ‘story’ covers all of the elements of the tender requirements.

How to begin your response to Problem-solution tenders:

• Start by brainstorming your response to build a story/ structure: Tabulate the client’s problem in one column, and highlight the solutions you offer in another and why they help solve the issue.
• Be systematic in your response and start with the contents titles to ensure your story covers all of the elements of the tender requirements.
• Separate sections that are not relevant to the core response (annexures are your friend for this type of response).

3.?Benefits-driven: This structure focuses on the benefits of the proposed solution and how it will address the needs of the organization.

A benefits-driven request for proposal (RFP) is a type of RFP that outlines the benefits that an organization is seeking to gain from a proposed project or solution, rather than a specific problem that needs to be solved. To respond to a benefits-driven RFP, you should follow these steps:

• Understand the benefits that the organization is seeking to achieve.
• Develop a response that highlights the solution(s) that will deliver the benefits required.
• Outline how your solution will deliver the benefits sought by the organization. This should include a description of the benefits, your proposed solution, and any supporting information.

The organization issuing a Benefits Driven RFP will be evaluating your response to determine if your solution will deliver the desired benefits.

Pro tip: Include any supporting information in the annexures that is not core to the response

How to begin your response to Benefits-driven tenders:

• Start by outlining the benefits that the organization is seeking in a table. In a corresponding column explain how your solution will deliver those benefits.
• Use the above table to build the titles for your response, explain in each section that you can offer the benefit, describe the benefit you offer and show how the solution fulfills the benefit requirement.
• Continue to reinforce expertise in every section, provide relevant “Benefit- Solution” case studies and testimonials in each section.
• Include any supporting information in the annexures that is not core to the response.

4.?Question-and-answer: This structure presents the information in a question and answer format, with each question followed by a detailed answer.

A question-and-answer (Q&A) type tender is a request for proposal (RFP) that includes a list of specific questions that potential vendors are asked to respond to. To respond to a Q&A type tender, you should follow these steps:

• Make sure you understand all of the questions that you are being asked to answer. Ask questions during the clarification period to ensure you understand why the question is being asked.
• Gather any information that you will need to accurately respond to the questions.
• Respond to each of the questions included in the RFP. Be sure to answer the questions simply, then provide any supporting information or examples as needed. Feel free to refer to separate sections of your response however only do this when you cannot answer the question fully in one or two paragraphs.

Pro tip: In a specific, separate section insert your technical response that includes the question asked, along with the corresponding answer

How to begin your response to Benefits-driven tenders:

• Start with an executive summary and Key differentiators
• In a specific, separate section insert your technical response that includes the question asked, along with the corresponding answer from your organization.
• Provide your methodology statement, team chart, experience and other information in a logical brochure like response after answering the questions. Use this section as a support section for any answers that cannot be answered clearly in the question section.

Conclusion:

Remember, regardless of the structure or format of your response, it is important to be well-organized, clear, and concise in your writing. Always ask a colleague to review and revise your response carefully before submitting and question any areas of your response that are unclear/ have been missed.

Read more: For ‘5 tips for crafting the perfect proposal’ read my supporting article here .