Companies intending to get their website done often prepare a document called Request for Proposal (commonly referred as RFP). The main idea behind preparing this document is to invite the service providers to send their proposals and participate in the bidding process. The RFP usually includes a brief detail of the project in offering and questions for service providers related to their organization, their past experiences and their general approach towards the web development project.
While responding to any such proposals one should always keep in mind that the document has been created with the intention to screen multiple bidders in reduce time and filter the results based on some parameters related to web designing work. Lack of personal touch to the communication makes it imperative that the response must be clear, complete, and concise. Your response will decide your fate so make sure that it describes your abilities and experience well and also it should induce a confidence of the company in your bid.
Following are few tips that can help you create an effective response for proposals for web design and development engagement:
· Read the document carefully and answer all the questions: read the document at least twice because if you miss out on any of the questions the issuer might feel that you are not so serious about the opportunity also that makes you look unprofessional.
· Get all the information about the client and the project: This will make the client feel that you are aware of the needs of the project that you are bidding for and hence should be an ideal choice for the concerned engagement.
· Adhere to the deadline of submission of the RFP: if you don’t follow the deadlines for the submission of an document, how can you deliver the complete project in time? Try to submit your response well advance in time.
· Check if you are allowed to ask clarifications: If you are allowed to ask questions then definitely ask the logical ones, it gives the client a feel that you a thinking brain.
· Technology Competence: Explain your competence in terms of technology to let the client know that you have the platform which is needed to complete the project.
· Management Skills: big projects fail in the absence of a concrete plan. Explain your project management methodology and your support to handle crises situations.
· Resource: A manager is as good as his team. It is always a good idea to take 2-3 sentences to describe your team who are actually going to work on the project.
· Prices: only if you have been asked to provide the pricing details.
· Never criticize client for their mistake: if you notice any mistake in the RFP document or in the website of client, do not point out that mistake.
· Include all the contact information: Mention all the possible mediums through which the client can reach out to you shall they seek any clarification.
· Proofread: Proofread your response, edit and proofread again. If possible make your colleague read it once for you in the end.
· Do not use boilerplate responses: Customize your response and include the keywords that the client is looking for.
It is always good to invest good time for preparing the responses as this can help you gain business in the web designing and development field. It is always good to be informative but make sure that the response is concise and does not look lengthy and boring to make it an interesting read for the client.