The Savvy Entrepreneur

Last week, I posted a call for help to a few VA online groups I’m on. I needed assistance with an important, detailed, last minute and complicated RFP for a client.

Most replies were professional. There were those who offered advice and even provided outlines and templates, while others submitted formal service quotes.

A few replies, however, totally blew me away — not in a good way.

The first reply had for a subject line “[Listname] off list,” so I wasn’t even sure if it was in reference to my request or if it was sent out of the blue. The actual message was even more baffling — it goes like this (I removed all incriminating references):

So do you need my advice?

I’ve coordinated workshops, special events, and have done handouts. I use MS Word and that’s it.

Probably a lot of others will contact you.

I am skilled in a lot of things.

Why not break up the project into small groups of people, up to 3 people.

I can spare a bit of time in the morning after 8 am if you need me.

I’ve done this biz for 14 years, and 2 days.. for 7 years with an organization that had tradeshows, workshops etc.

How much would the subcontract rate be?

I’m good at proofreading

You can hire me for 45 min if you want to help you with all kinds of advice $[X] x 5%

I’m very resourceful.

[Name]
[Signature Line]

I mean really… what kind of reply is this???

1. First of all, who starts off a professional submission of their services with “So do you need my advice?” This person didn’t even bother to address me by name.
2. Secondly, there is NO reference to my original request for assistance with a RFP. Why exactly are you sending this to me???
3. Third, all (except 3) of the choppy sentences contain the words I, me or my. This person is more interested in talking about themselves than in what I really need.

If you’ve been in business for 14 years and 2 days… surely you must know this is NOT the way to promote your services!? Oh, there’s so much more to say about the rest of this message… but I think you get the point.

A second perplexing (sad, really) reply I received was this:

Subject: ongoing offsite support [all lowercase, but at least I know what this is in reference to]

Cristina, [thank you for addressing me by name]

I would be interested in helping with the ongoing offsite support but I don’t know how to do the RFP. If you know anybody that needs subcontract please let them know about me, I am looking for work. I am attaching my resume. Thank you.

Sincerely,

[Name]
[Signature]

You’d be surprised (then again, maybe not) at how many emails I get like this.

It’s not so much annoying as it is saddening and troubling. This person is taking the time to reply, but ends up sounding desperate and pitiful.

A better reply would have been:

Subject: Ongoing Offsite Support

Cristina,

I saw your message for help with your client’s RFP. While I don’t have experience in that field, I would be interested in working with you regarding your request for ongoing offsite support. As you can see from my attached resume, I specialize in [name your specialty here]. If this is what you’re looking for please contact me for details. My business grows by referrals, so if you know someone who would benefit from my services, please feel free to forward them this message. Thank you.

Sincerely,

[Name]
[Signature]

OK, so writing is not my forte… and that’s not the point. The point is, if you’re going to take the time and effort to reply to someone’s call for help and you KNOW you’re the right one for the job, don’t pussyfoot around with excuse-making and begging. If you’re not exactly the right fit or if your service has NOTHING to do with what’s being requested, don’t bother sending a reply. You risk hurting yourself a lot more had you not replied.

Think of this: If you received these 2 messages in your Inbox, would you readily refer them to colleagues and clients?

Unfortunately, I will not. I’m certain these entrepreneurs are good at what they do and are really nice people, but their unprofessional approach created a bad first impression that I just can’t shake.

Are you sending message like the ones I received? If you’re unsure about how your message will come across, send it first to someone for feedback.

The world of email marketing is a tough and cruel one. Your audience can’t hear the modulation of your voice or see the expression on your face. When promoting yourself by email, make it count and be sure you’re sending the message you intended to send.