Thoroughly examine the Request for Proposal, or RFP. An RFP gives you insights into how exactly you can tailor your proposal to the prospective buyer. Study selection requirements in detail so that you know what the buyer is expecting from you. Is the buyer looking for risk management expertise, or unlimited access to communication channels throughout the project? Understand each selection requirement so you can explain how you can meet every one of them.
Start your proposal with a brief introduction of your company and services and the purpose of the communication. Follow it with a description of your understanding of the project requirements as stated in the RFP. This description is important so the prospective purchaser knows you have done a thorough analysis of the RFP and understand the project requirements well.
Quote your pricing. Proceed to explain how your company will be able to meet every requirement. For example, if you are addressing a client's unlimited communication requirement, describe in detail the state-of-the-art infrastructure you support that would enable you to meet this requirement. You should be able to demonstrate capability to address every particular requirement that you promise to meet. Adopt an honest approach and guarantee only services that you can provide.
Explain how you will benefit the buyer. Focus on strengths such as industry knowledge, resource expertise, best standard-compliant methodologies as well as infrastructure facilities and a large network of supplier connections that would enable you to complete the project on time.
Keep your language simple. Use action words such as "facilitate" "contribute" or "collaborate." Use jargon only when using RFP terms. Keep sentences short with only necessary words. If you are using acronyms, use the full form in the first usage. Use assertive constructions such as "we will ensure" instead of treading on probabilities such as "we may" or "our company could." If you think you can make certain points, such as process flow, clearer through illustrations, include graphs and diagrams accordingly.
Review the proposal to check if you have included everything essential and ensure grammatical accuracy.