Virtual Assistant Forums

#1 (**permalink**) 10-03-2012

Hi All,

I am getting ready to respond to my 1st RFP on a VA directory site. I have read 3-4 threads on content; however I was wondering if anyone knew or has a generic template they use. I am a visual learner sometimes so seeing it in person would greatly help me with drafting my own. There may be some in the VA forms section But I am still 4 posts shy away.

Thanks in Advance

#2 (**permalink**) 10-03-2012

Dear Tiffani,

I'm working on an RFP product I will be touting, but I am afraid it is not finished.

While I have not found an RFP template in my research, I can tell you that anything you write that pertains specifically to the job and the solutions you will provide will be the way to go.

I would suggest you write your letter as you would any other letter but you would want to include these components:

An introduction - explaining where you found the RFP.

Why you would be the person they would want to select. However, the letter would not be about you...it's about the ways you allow the client to do the work he or she originally went into business to do. So you would want to say what you can do for them and why this is so based upon your experience and knowledge.

You want to fully research the client's websites and say something about their business and what you have learned about them. Answer why your background would be suitable for the client's business.

I also suggest you add a bit about yourself...something unique about you...

In the final paragraphs of the letter you want to indicate your business policies and fees. Sometimes I don't include this in the actual intro letter, rather I attach a PDF of my business policies and my fees. I do this because this information is important for the client to see but it takes up so much room in the one page letter that it helps just to include it as an attachment.

Close with how the client can reach you, any links to sites where your work is shown, or even a quote from a testimonial which might be of interest to the client.

Another tip is to really comb the RFP itself and pull out words that the client uses in the RFP and include those in the letter. So if the client uses 'Mail Chimp'...use those words in your letter. If the client states they are seeking a 'technical VA' use that in the letter. You will want to touch upon those words which are important to the client and work them into your proposal.

Edit carefully for any errors and good grammar. I like to send my letters in PDF format.

Be sure to have a great signature which includes your social media sites and website URLs. Have those sites in tip-top shape so when the client clicks on them they can see how professional you are. I also include a link in the letter to my website which is labelled 'Testimonials'. If the client is a coach for example, I include a testimonial or a link to a testimonial from another coach so they can see I have worked with others in their industry.

I also suggest copy/pasting the letter into the actual email itself and attaching it as a PDF. Some email clients strip attachments so this way the client has both options from you in which to consider you for the position.

Follow up in a week asking if they need more information.

This is just the nuts and bolts of a letter of intent for an RFP...but always, you want to customize the letter toward the needs of the client. That is why a template is not the preferred method of responding. There are certain components needed in the response but the actual letter is truly a customized response.

Janine

#3 (**permalink**) 10-03-2012

Originally Posted by Your Virtual Wizard View Post

Dear Tiffani,

I'm working on an RFP product I will be touting, but I am afraid it is not finished.

While I have not found an RFP template in my research, I can tell you that anything you write that pertains specifically to the job and the solutions you will provide will be the way to go.

I would suggest you write your letter as you would any other letter but you would want to include these components:

An introduction - explaining where you found the RFP.

Why you would be the person they would want to select. However, the letter would not be about you...it's about the ways you allow the client to do the work he or she originally went into business to do. So you would want to say what you can do for them and why this is so based upon your experience and knowledge.

You want to fully research the client's websites and say something about their business and what you have learned about them. Answer why your background would be suitable for the client's business.

I also suggest you add a bit about yourself...something unique about you...

In the final paragraphs of the letter you want to indicate your business policies and fees. Sometimes I don't include this in the actual intro letter, rather I attach a PDF of my business policies and my fees. I do this because this information is important for the client to see but it takes up so much room in the one page letter that it helps just to include it as an attachment.

Close with how the client can reach you, any links to sites where your work is shown, or even a quote from a testimonial which might be of interest to the client.

Another tip is to really comb the RFP itself and pull out words that the client uses in the RFP and include those in the letter. So if the client uses 'Mail Chimp'...use those words in your letter. If the client states they are seeking a 'technical VA' use that in the letter. You will want to touch upon those words which are important to the client and work them into your proposal.

Edit carefully for any errors and good grammar. I like to send my letters in PDF format.

Be sure to have a great signature which includes your social media sites and website URLs. Have those sites in tip-top shape so when the client clicks on them they can see how professional you are. I also include a link in the letter to my website which is labelled 'Testimonials'. If the client is a coach for example, I include a testimonial or a link to a testimonial from another coach so they can see I have worked with others in their industry.

I also suggest copy/pasting the letter into the actual email itself and attaching it as a PDF. Some email clients strip attachments so this way the client has both options from you in which to consider you for the position.

Follow up in a week asking if they need more information.

This is just the nuts and bolts of a letter of intent for an RFP...but always, you want to customize the letter toward the needs of the client. That is why a template is not the preferred method of responding. There are certain components needed in the response but the actual letter is truly a customized response.

Janine

WOW Thanks for all this info!! I definitely do want to create it more personalized and these key elements really point me in the right direction. I am confident in the work I do, just haven't officially responded to an RFP before so wanted to make sure I was going about it the right way!

Thanks Again

#4 (**permalink**) 10-03-2012

Totally agree with Janine. A template is not the way you want to do this. A personalized letter with all the above information is the best way. Keep in mind that a gazillion people respond to these things. Put your best foot forward and follow up in a few days. Good Luck!

#5 (**permalink**) 10-04-2012

Hi Tiffani,

Please post back and let us know how you do. If you have any questions, I will be more than pleased to respond.

Good luck!

Janine

#6 (**permalink**) 10-04-2012

I agree that it might be better to personalize it more than a temp. would allow.

#7 (**permalink**) 10-04-2012

I agree with personalizing the proposal, but it is helpful, if you have not done one, to have a template to guide you. I know sometimes there are things in templates I would not of even thougt about.

Thanks for sharing...

#8 (**permalink**) 10-05-2012

I have submitted 2 different RFP's now and I think they were professionally written. I basically looked at the key elements needed and then wrote a letter like I would like to receive if and when I look for candidates. I interviewed, screened, and hired as an admissions supervisor so I also combed over it for things that would make me want to hire me or make me want to not hire me.. Ill let you know how it goes!