In my eBook, "The RFP Transformation - Take Your Virtual Assistant Proposal From Blah to Bling", I offer a list of RED FLAGS and Tips to be aware of when vetting and securing potential RFP Clients. This the final RED FLAG in the 10-Part weekly series.

Note that today’s topic, After the Proposal Submission: The Follow-Up is a continuation of last week’s post (#9) How to Follow Up the Right Way where suggestion #1 is featured.

Here are the second and third of three follow-up suggestions and example letters for each.

You have submitted your customized RFP proposal to the perspective client typically via email and connected with the PC on social media. You have updated your spreadsheet to include the date of the submission.

What do you do now?

You may receive a response from the client right away with a note to set up a phone consultation. Obviously, this is the ideal situation and what you want to occur. (Discussed further in Chapter Eight, Preparing for the Client Consultation in the RFP Transformation) However, when a quick client response does not happen, I suggest you wait one week before you begin your next steps. If you wait for two weeks to follow up, the client may forget who you are.

Do not be discouraged at this stage. You may still be in the running for the RFP opportunity.

My research has shown that 8 out of 10 proposals sent to a potential client will not receive a response from the recipient if left without follow-up.

I created a better follow-up system, which increased a response from the potential client from 20% to 90% (from 10 proposals sent).

Janine’s RFP Bonus Tip

If you do not receive a reply in response to your first follow up, do consider following up with the potential client again. I look at follow-up as a good thing. It shows the prospective client that the VA is interested in the position; has good follow-up skills which may be something the client is looking for in a VA; and, it gives the VA some peace-of-mind that there may be a closure to all of the hard work the VA put into the initial proposal.

1) How to Follow Up the Right Way Suggestion #1

2) Persistence is not a Bad Thing – Persistence can be viewed as a remarkable VA skill particularly for clients who are in the sales and marketing industry. Once a week follow-up is fine and then switch the frequency to every few weeks, though the email content will change. In the next follow up, you ask the client to be added to your email list. This suggestion continues to tie the potential client into your network to nurse for future leads.

Dear Prospective Client,

On DATE I forwarded a letter of proposal and attachments to your attention in response to a Request for Proposal for a Social Media Virtual Assistant as seen on Virtual Assistant Forums. I followed up with you on DATE. (Note: one week after that date)

Since my proposal submission, I have written a blog post (Note: give URL) which may be of interest to you. Or: I have released my current newsletter which I have attached for your anticipated review. (Note:
Say something here about a recent achievement or perhaps something new that occurred in your business.)

I would like your permission to add you to my newsletter email list so that we can stay in touch. I offer tips and tricks for new business owners which you may find useful.

Please let me know if I can provide any additional information to assist in making a Virtual Assistant selection decision.

I look forward to your reply and I thank you for your time.

Sincerely,

Virtual Assistant
Company URL
Contact Information
Social Media contact information
To sign-up for ‘VA Marketing Tips and Tricks’ newsletter
www.VANewsletterSignUpLink.com

3) It’s OK to Ask for a Direct Response. We are often too afraid to become annoying with follow-up emails. However, it is my premise that there is little to lose at this stage of the process. You probably have not gotten the VA opportunity (if you have not heard back by now) however, I believe that networking with the potential client is still a necessity. It is your responsibility to follow up.

As I mentioned, some VAs who are initially selected do not work out for one reason or another. You have put a good deal of effort into a particular proposal that soliciting some connection should still occur.

So you have followed up a few times and still you have not received a response to your proposal. (Again, I repeat, you may never receive a reply.) However, clients are busy. So to create closure to the RFP process possible, simply ask if following up should stop is a perfectly acceptable and honest request.

Janine’s RFP Bonus Tip

If you have sent your follow-up emails in the mornings to your RFP clients but have not received a reply, change it up! Send the follow-up emails in the evening. Sometimes busy business owners do not open email frequently. They may only open email at night.

Dear Prospective Client:

While doing some follow-up to your account regarding a proposal I submitted on DATE, I came across your blog post, “How to…” and wanted to commend you on a great entry. (Note: Then say something here about the entry in one sentence…something you learned or a particularly interesting statement.)

I understand you may be too busy to respond to my follow-up emails regarding my Virtual Assistant proposal submitted so rather than bombard you with emails, I ask if you please let me know if the opportunity has been filled so I might close out your RFP account.

I took your VA Request for Proposal submission quite seriously and so it is important to me to use my follow-up skills to ensure that you have received all of the necessary information to make a final decision.

Again, it was my pleasure to read your post, which I have shared on my Facebook page with my own readers. Please feel free to connect with me there. (Example: www.Facebook.com/VirtualAssistantFB
PageURL Note: Add your own newsletter link)

I look forward to your response.

Thank you.

Sincerely,

Virtual Assistant
Company URL
Contact information
To sign-up for ‘VA Marketing Tips and Tricks’ newsletter
www.VANewsletterSignUpLink.com
Always try to place networking and/or contact information in all of your emails to prospective RFP clients.

Janine’s RFP Bonus Tip

Change up the email subject title from something expected, ‘VA RFP Follow-Up’ to ‘Great Blog post on “XXX” – Let’s Stay Connected’ and then follow through with your next email.

Janine’s RFP Bonus Tip

For example, make sure you have connected with the potential client on social media (Twitter, Facebook and LinkedIn) and find a post that you can comment and include your participation in the follow-up message. If you cannot connect on social media, Google the business owner’s name or check their website for any changes to their site or their blog. See if you can make a connection and find a ‘take-away’ which can be used in the follow-up message.

For More RED FLAG Tips #9: How To Follow Up The Right Way

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