What to include in your response
Demonstrate that you understand the buyer and the problem they're trying to solve, and that you have the right experience to help.
Follow the RFx layout and order
Answer the questions in the same order and with the same numbering system as in the RFx. If you have space, include the questions themselves to keep you on track and help the evaluator.
Follow the RFx instructions regarding formatting - for example, if they ask you to use a table, use a table. Make sure your headings are the same as those in the RFx.
Cross-check that all of the evaluation criteria are covered in your answers to the questions.
Answer the questions and reflect the requirements
Read each question carefully. Sometimes a question contains several parts, so always make sure you answer each part of the question.
Compare the evaluation criteria with the questions and make a note of what question relates to each of the criteria.
Other important tips for making a response include:
- sticking to the page limit, if there is one
- answering the pricing question correctly and in the requested format
- making sure you have included all of the mandatory information
Make your document clear and easy to read
Use plain English, keep it succinct, and get someone else to proofread your response document. You could get a designer to develop a document template for a more polished presentation, and include graphics and images to break up the text.
Consider including:
- a covering letter stating your intention to submit a tender
- a table of contents covering the main headings and sub-headings
- an executive summary to establish your position and introduce the reason you are the best supplier.
Highlight your points of difference
Your competitors may all have similar skills, tools and methods. Know what sets you apart, and clearly communicate it throughout your response.
- Once you have the questions answered and you’ve shown how you meet the evaluation criteria, look at what extra value you can offer to make you stand out.
- Sit down with key staff, colleagues and friends and devise a list of unique things your company has or does that may be valued by the buyer. Demonstrate these in the tender.
Show you've got the right experience
Buyers want proof that you know how to deliver services or supplies to meet their needs.
Include examples of relevant experience where you have delivered something similar, and relate it directly to their requirements. Highlight staff expertise relevant to the RFx.
Your relevant experience examples may also be your referees. Make sure you get their permission and tell them ahead of time that they may be called.