Understanding the RFP
A Request for Proposals (RFP) is a formal document issued by a funder, government agency, or corporation inviting organizations to submit competitive proposals for a defined scope of work. Unlike open grant programs, RFPs often have very specific technical requirements, delivery timelines, and performance standards. They demand precision.
Step 1: Compliance Matrix
Before writing a single word, create a compliance matrix: a spreadsheet listing every requirement in the RFP, where it will be addressed in your proposal, and who is responsible for writing that section. This ensures nothing is missed and helps coordinate teams working on multiple sections simultaneously.
Step 2: Attend the Pre-Proposal Conference
If the funder offers a pre-proposal conference or Q&A webinar, attend it. Questions from other applicants often clarify ambiguous requirements. If you can't attend, request the meeting notes or transcript.
Step 3: Outline Before Writing
Map your proposal structure to the RFP's evaluation criteria. If the RFP weights Technical Approach at 40%, Management Plan at 30%, and Past Performance at 30%, allocate your writing effort accordingly. Don't write an outstanding 20-page technical section and a weak two-paragraph management plan.
Step 4: Write to the Evaluator
Government and corporate RFP reviewers use scoring rubrics. Find out the criteria and write directly to them. Use the exact language from the evaluation criteria in your proposal headings and narrative. Make it easy for a reviewer to find and score your response.
Step 5: Red Team Review
A red team review — where colleagues critique your proposal as if they were the funder — is the single most effective way to improve proposal quality. Schedule it at least one week before the deadline so you have time to act on feedback.
