When an RFP (request for proposal) is submitted by a potential client (PC) for the services of a virtual assistant, understand that the PC has many, many replies to weed through. Having your reply stand out above the rest is key to securing the interview.

I came across an interesting post, “Get More Clients For Your Home-Based Business by Avoiding These Five Deadly Mistakes” written from a client’s perspective who was terribly disappointed with a majority of the 20 or so replies she received for an RFP. The gist of her post was simply that the replies did not offer an answer to the all-important question…’What can I do for you?’

The author wrote:

“My needs were clearly listed – web maintenance, shopping cart and autoresponder administration. One of the offers I received listed typing, transcription, scheduling appointments and making travel arrangements as the services provided.
No mention of providing the technical skills I required.
If you’re submitting a quotation to provide a product or service, make sure you understand what the prospect needs, then tell that prospect how you can meet those needs.
If you merely provide a list of what you offer with no reference to what the prospect is looking for, she will think you either a) don’t pay heed to what you’re reading, or b) just don’t care – and either one of them will put your proposal into the round file.”

This client/author fielded replies which simply responded to “WHAT I am or WHAT I have done in the past” but never really addressing the client’s specific requirements. This was a constant theme through the author’s post.

In addition to the author’s suggestions, I have listed 10 Tips to help virtual assistants respond correctly and.. Click here to read the rest of this post at Your Virtual Wizard.

Your Virtual Wizard Blog is authored by VAF member Janine of Your Virtual Wizard.


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Great article Janine! It was a wonderful and enlightening read I especially loved the "Client Perspective" and then the advice you give after each perspective.

Thank you for sharing it with us.

Andrea~

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Action Jackson Virtual Assistant|

GREAT post, Janine! I saved this all for future reference. Loved this!

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Jules, SunRise Virtual Solutions - WordPress Customization & XHTML/CSS Web Sites

Great post, Janine. Also, it reminds me that once I've made that first impression with a potential client I can't go back and redo it, not listening to their needs certainly is a good first impression. Thanks!
Kim

I LOVED number 8-This is not your biography. I understand it is important to demonstrate your expertise, but you have to find a balance. If you are too busy talking about yourself, you will not be able to discover your prospect's needs. It's a lot more important to ask questions and truly listen to their answers in order to determine how you can help them. Great post!

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LaTosha Johnson
http://www.targetstars.com

I agree that having a response ALL ABOUT YOU is a quick deal killer. It should be about them. You can add a short statement about who you are but never more than that. You understand their needs, restate and explain what skills/expertise you have to bring those projects to fruition. Thanks for the article.

And follow-up is so important. I once submitted a response and emailed client maybe a week or so later. His response back was that I got the job because I was the only one who followed up with him. He enjoyed the extra client attention.

Great post.

One thing that stood out to me was a reiteration of the keywords. We once learned this in a technical writing class regarding responses to job ads.

When using keywords, not only from the job ad/RFP, but from the potential employer's/client's own website, you are subliminally giving them the impression that you fit perfectly for within their company and in the position they are looking for.

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www.lloydbusinesssolutions.com
"Getting you back to what you do best"

Thank you, Janine.

This is great information to keep in mind. For proofreading (#7) I have found it helpful to proofread "backwards" - starting at the end of what I have written and looking at each word individually. Helps focus on the words themselves rather than the thought.

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Melissa Rahko
www.offsitesecretary.com

These are great tips to keep in mind- Thanks

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Amy
www.porterofficesolutions.com

Thanks for a great article. I just wrote my first proposal and it was a great help to have some guidelines.

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Bernat Virtual Assistance, I Make My Clients Shine!

Hi Jenn,

Good luck with that proposal!

Janine

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