Effectively communicating your agency’s value proposition and how you can solve your potential client’s challenges matters more than ever. Having read through more RFP submissions than we can count, we thought some tips on how to best position your agency in written form would be helpful (and hopefully help you win more of the right business for your agency):

• Thank you note: Less than half of agencies kick-off the RFP response with a personal note from the CEO, Founder or President thanking the potential client for including them in the RFP and setting the stage for the rest of the RFP response. It is a kind and impactful way to begin building a relationship. We hope to see all agencies adopt this classy approach.
• Talk less about yourself: Of course, your potential client needs some important stats about your agency (where you operate, your services, your credentials as they relate to the client ask, etc.), but be very concise with this section. Consider an “agency stats executive summary” at the beginning of the response with additional general information about your agency at the end.
• Answer questions directly: Clients know there are other amazing things about your agency and the services you offer, but make sure to specifically answer the questions asked in the RFP. Your potential client is reading through several submissions, make it really easy for them to compare “apples-to-apples” between you and your competitors. Be direct, concise and thoughtful in your answers.
• Information overload: As mentioned, the client scoring team is reading through 5-15 RFP responses, be clear and concise with your answers. Be conscious of slide overload, giving too much information and providing deep details on questions/services not requested. Decks should not be 100 slides.
• Get to the good stuff, quick: As early as possible in your response, shift the conversation to how your agency can solve your potential client’s challenges. We suggest not using the first 20 slides to talk about your agency, rather use those slides to show how your agency is uniquely qualified to leverage your experience and approach to evolve the client in the ways they need your help.
• Be custom: While repurposing agency slides is great and there is not an expectation that every slide will be custom to a specific RFP, customize content on the slide with information that is specific to your potential client when possible. Use their name, add information about audiences they are targeting, include key topic themes that are important to them, do specific research that is relevant to them, and include their correct logo, etc. Help them to easily see how “your solution” can become “their solution”.

During this COVID-era where meetings are virtual and people are having “screen burnout,” it is more important to clearly and concisely convey your agency’s value to your potential client. When writing your response, ask yourself a couple of questions:

“Would I want to read this information?” and “Is this information relevant to what the client has asked?”.

Keep your audience in mind at every moment, paying special attention to what life is like right now for the person reading your response. Make reading your answers easy for them and a delight. Leave your potential client confident in your ability to  overcome their key challenges with a strong sense that you truly understand their unique needs and excited to get to know you better.