How to write an RFP response: a winning technical proposal

On most services tenders, the technical proposal decides the outcome — price is often only 20–30% of the score. Yet many bidders write a generic company brochure and lose to a smaller rival who simply answered the question better. Here’s how to write a proposal that scores.

1. Write to the evaluation criteria, not around them

The tender lists exactly how points are awarded — methodology, team, experience, and so on, each with a weight. Mirror that structure in your proposal, section for section, so an evaluator can find and tick every point. If a criterion is worth 30 marks, give it 30 marks of attention.

2. Show understanding, not just capability

Capability is “we can do this.” Understanding is “we know why this project is hard, here are the risks, and here’s our plan to handle them.” Demonstrate that you’ve read the terms of reference and grasp the client’s real problem — that’s what separates a top technical score from an average one.

3. Make the methodology concrete

• Break the work into clear phases with activities, outputs and a timeline (a Gantt chart helps).
• Tie each activity to a deliverable the client can see and accept.
• Name your tools, standards and quality checks — specifics beat adjectives.

4. Field the right team — and prove it

Evaluators score the proposed personnel, not your headcount. Match each key expert to the role’s required qualifications and years of experience, and tailor their CV to highlight the directly-relevant projects. A well-fitted small team beats a long list of loosely-relevant names.

5. Use references that mirror this assignment

Cite past projects that resemble this one in sector, scale and country — with the client, value, dates and your specific role. Two highly-similar references are worth more than ten generic ones.

6. Comply, then polish

• Follow the page limits, format and required forms exactly — over-length or missing annexes lose marks or get you rejected.
• Answer every mandatory requirement explicitly; don’t make the evaluator hunt.
• Proofread. A clean, well-organised document signals a well-organised firm.

Before you submit, score your own proposal against the tender’s marking scheme as if you were the evaluator. The gaps you find are exactly the marks you’re about to lose.