6 RFP response email templates worth reusing

After hours crafting the perfect proposal, the email might seem like the sprinkles on top of the icing on the cake, in that it might look nice, but doesn’t add much substance. That doesn’t mean your email should be an afterthought. Like the right suit or hairstyle, the email is the first impression that sets the tone before the prospect even opens your proposal.

At Responsive, the last thing we want to do is put more work on your plate. So here are six of the most successful emails our proposal writers use. Feel free to copy and paste and use them as you see fit:

What’s an RFP response email?

An RFP response email is a formal communication channel between the requesting organization and the responding organization. The primary role of an RFP response email is to acknowledge the RFP, express interest in providing a proposal, and request any necessary information or clarifications.

Essential components of an RFP response email include:

• Acknowledgment and thanks: Start by acknowledging receipt of the RFP and thanking the issuer for the opportunity to participate.
• Confirmation of intent: Clearly state your intention to submit a proposal and express enthusiasm for the project.
• Request for clarification (if needed): If any part of the RFP is unclear or if you require additional information, politely request clarification.
• Key points of understanding: Summarize your understanding of the project scope, objectives, and requirements to demonstrate that you have grasped the essence of the RFP.
• Timeline and logistics: Confirm the deadline for submission and inquire about any specific submission instructions or formats.
• Contact information: Provide your contact details for further communication and clarify who the main point of contact will be from your side.
• Closing: Close the email with a polite expression of gratitude and anticipation for the next steps in the process.

Why do RFP response emails matter?

RFP response emails are important because they set the tone for the proposal process, ensure mutual understanding, and help build a positive relationship between the organizations involved.

A carefully crafted RFP response email can significantly impact an RFP’s success by creating a positive impression, demonstrating understanding and commitment, and setting clear expectations for the proposal process.

Between communication apps, social media, and text messaging, email seems almost quaint. Still, a well-written RFP response email adds a level of professionalism to business communications, especially when you want to impress a prospect.

The reality is that writing emails is a core part of the proposal process, whether responding after receiving an RFP or sending an email for a proposal submission.

Process overview: when are response emails necessary?

• After Receiving RFP: This email acknowledges receipt of the RFP, expresses thanks for the opportunity, and confirms your intent to submit a proposal.
• To Clarify Project: If any part of the RFP is unclear or if you need additional information to prepare your proposal, this email seeks clarification from the issuing organization.
• Proposal Submission: This email confirms the submission of your proposal, expresses gratitude for the opportunity, and provides any additional information requested in the RFP.
• Following Up: If there has been no response after submitting your proposal, this email serves as a polite follow-up to inquire about the status of the evaluation process.
• After Winning a Proposal: This email expresses gratitude for being selected and confirms your commitment to fulfilling the project requirements as outlined in your proposal.
• After Losing a Proposal: This email graciously accepts the decision, expresses appreciation for the opportunity to participate, and seeks feedback to improve future proposals.

Request for proposal email template #1: Send after receiving RFP

I am honored that [Vendor] has been selected to respond for [Prospect]’s business through an RFP. We look forward to showing [Prospect] and the whole evaluation team why [Vendor] would be a strategic solution to address the current and future challenges that [Prospect] is facing in their RFP process.

Based on the current status in the request, I will show how [Vendor] will help to: create a more consistent process across international regions, save individuals time to focus on other initiatives, and provide insights into all RFP analytics across your organization.

I will follow up within the next week with any questions we have about the RFP.

Thanks again for the opportunity!

ProTip: Provide three specific pain points you will solve to show you are the right partner.