Proposal Templates, Formats and Tools: Create Better RFP Responses Faster

10/10/17 6:06 PM David Hulsen RFP Responding

Responding to requests for proposals (RFPs) can be stressful. How should you design and format your proposal? What information should you include? How do you make your business stand out from competitors that offer similar solutions? Where will you find the time to gather all the necessary information?

Fortunately, we can learn from those who have created successful RFP responses in the past.
Using knowledge gathered from RFP365’s founders, internal RFP experts, customers, and independent research, we put together a list of the best proposal templates, formats, and tools you can use to simplify your RFP response process.

(Already familiar with the basics of proposal creation? Download “The formula for creating winning RFP responses” for an in-depth look at how you can make each section count.)

Below, we’ll cover:



RFP Response Templates 

OpenOffice offers a number of templates to help you create proposals quickly. Their proposal templates are free and work well with Office apps.

These sites also offer free proposal templates:

  3. Smartsheet

If you're pursuing federal opportunities, Fedmarket offers a proposal template popular in the federal contracting world.



Proposal Formats

There is no one-size-fits-all proposals format, as some industries have very specific requirements.

But there are key elements almost every proposal should have. Below is a standard proposal outline along with professional tips and ideas to keep in mind while you're writing. 

1. Overview

First thing’s first—show the client you understand the problem at hand.

Paint a clear picture by restating known objectives and giving a preview of your solution and approach. It’s important to let the client know you understand the current landscape and can provide the best solution.

Although the overview is the first section, suggests writing it last. That way, you can pull out the main points from your overall RFP response to craft a more effective summary.

Pro tip: Remember to keep it clear, concise and compelling. This is where you will hook your prospect. 

2. About Us

The about us section - also known as the management overview - explains your story and qualifications.

Brag about yourself a little.

Set yourself apart from the competition by being creative about your strengths. You aren’t small; you’re adaptive. You aren’t inexperienced; you bring a fresh new perspective. Be proud of your accomplishments. This is your time to shine, so show the client what makes you unique. 

3. Schedule

Lay out the contract schedule using milestones and key dates. This will help the client visualize where they’ll be in the future. What will their world look like?

Detail when you will finish certain tracks of work and what outcomes the client can expect. (Don’t get into specifics just yet—you can sort that out in the implementation plan.)

4. Contract Management 

How will you manage the contract in terms of supervision, communication, and quality assurance? Will you conduct status meetings? How often? What sort of specific information will you report?

5. Implementation Plan

Here’s where you can sort out the details. The work plan should tie into the overall schedule summary and will likely include some assumptions and time estimates.

A matrix is a great way to display this information.

Some people like to use week 0, week 1, etc. instead of specific dates. That is especially helpful if you don’t have a firm start date mandated. Just, try to be as specific as possible.

Other details to cover include:

  1. Risks or potential problems

  2. Location of the work or team (on-site, off-site)

  3. Project staffing (by name or job title)

In some cases, the Project Manager handles the implementation plan. Just remember not to be too aggressive and set your team up for failure.

6. Addressing Bias 

While answering the required questions, be on the lookout for bias. Pay close attention to the language used in each question to determine if the client seems to favor one approach versus another.

If so, it may be an indication that your competitor got to the client first. See if you can overcome bias through education and awareness.

7. References and Case Studies 

People like to know about past successes. Sometimes potential clients want to talk to or visit references, so having client advocates is always good.

Other times clients are looking for companies that had similar problems and want to read case studies. Demonstrate how you help your customers solve their problems.



Proposal Tools

Proposal Management Software Tools

We all agree content is king. But it's not enough to just create it; we have to be able to find it, revise it, collaborate, and deliver consistent results.

RFP software can help.

Our RFP software looks like this, but whatever system you choose, it should help your team do three things more efficiently:

  1. Manage knowledge: it should centralize your RFP database, making it easy to find and edit past responses.

  2. Collaborate: the beauty of cloud-based software is there is only one version, and it's easy to collaborate. 

  3. Track tasks: make your progress transparent so you can see when tasks have been completed and by whom. 

The important thins is RFP Software should streamline the RFP Process - saving tons of time. 

(Wondering whether you need proposal management software? Learn more about what proposal writing software should do, how it can enhance your RFP responses, and whether it's right for you.)



Proposal Writing Tools 

Here is some of the best proposal writing advice I've found, the stuff I revisit and reference over and over. 

Persuasive Proposals: Writing Tools.png*Image credit: Visually &

Great proposal writing resources: 



Proposal Design Tools 

Just like we, dress for success, we should ensure our proposals are both professional and visually appealing. 

Automational is a great place to start - it covers 42 free and/or cheap marketing tools; to help you with everything from fonts, to mockups, to palette pickers. 

Our favorite commercial-project-approved stash of free photos resources: 

For easy (and free) proposal infographics and image editing: 


We hope you found these tips and resources helpful. If you want to learn more about creating winning proposals, download our free ebook, How to Create Better RFP Responses, Faster.

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[Editor's note: this blog was originally published March 20, 2015, but has been updated for clarity and accuracy.]