The Savvy Entrepreneur

You’ve heard me rant about an RFP I wish I never received (and maybe that person wishes they never sent it!!) and the discussion has come up again on a VA group I belong to.

This time Pam Ivey, Virtual Business Manager and Owner of the Canadian Virtual Assistant Network (CVAN), chimed in with her suggestions on replying to a request for proposal. While her message was specifically directed to the Virtual Assistant who asked the question, the same guidelines can be applied to any service-based entrepreneur.

I’ll her break answer down in 2 posts. Today, I’ll highlight Pam’s list of what NOT to do when replying to a RFP:

1. Avoid using “canned” responses when responding to RFPs. Show genuine interest in the project – visit the prospect’s website (if the address is not supplied, do some research — the majority of businesses have a website). Note his or her target market, how many listings they have, learn more about them in the “about us” section of their website. Then personalize your response in their style that you’ve deduced from their website and request for proposal.
2. Do not include a resume!!! This cannot be stressed enough. In fact, if you have a resume, throw it out, delete it from your computer – get rid of it! You are an independent service provider, a.k.a. entrepreneur or small business owner. You are not an employee. Act accordingly. Would you ask your lawyer, plumber or teacher to see a copy of their resume? Not likely. If you’re smart, you’ll ask for reference but certainly not a resume. Get out of the employee/employer mentality!
3. Do not include a fee or price unless explicitly asked to provide such information. Instead, insert a call-to-action such as offering a free consultation to discuss the scope of the project in more detail in order to determine cost. You want to speak to the prospect personally. It is much easier to sell your services in this manner and provides a better opportunity for the prospective client to get to know you and for you to get to know the prospective client.

I agree 100% on points 1 and 2.

I am half-way on point 3. I agree that a set price should NOT be put in a request for proposal until you have a better idea of the entire scope of the project. However, I feel you should at least offer a fee range. Giving your potential client a ballpark idea of your fees will aleviate much of the hesitation the prospect may have in continuing the conversation. Plus, it serves as a “sifting” tool — if your range is higher than they expected or can afford, you avoid wasting time figuring that down the line.

What do you think?

Stay tuned tomorrow, as Pam offers a few more points on how to submit a RFP to a potential client.

Thanks, Pam, for allowing me to share this with my readers!