Scoring New Business Through RFPs (Here’s How)
Creating winning proposals is part strategy, part storytelling, and part budgeting wizardry. Over the past few months, we’ve been doing just that to land projects we’re proud of with clients we admire.
How’d we get here? By crafting proposals that show—not just tell—why we’re the best fit.
Whether it’s a competitive request for proposals (RFP) for a government agency or a grant application for a nonprofit, the bones of our process stay the same.
Here’s how we do it:
Photo by Ron Lach
1. Vet before you write.
Not every RFP is a match. Before we start writing, we check that the values, scope, and budget align with our work. A mentor once advised us: Try to talk yourself out of applying.
Since we’re competing with lots of other applicants, we need to make sure each project entails our best service, our ideal client, a timeline that really works, and a sustainable budget.
2. Annotate with intention.
We mark up the RFP like it’s a group project (because it is). We leave comments for our writing and design teams, highlight the client’s unique needs and ethos, and map our strengths directly to their priorities.
We ask: What kind of partner are they looking for? What values do they emphasize? What’s most important to them?
These insights inform our writing tone, the case studies we share, and the graphic design.
3. Keep project management tight.
We define who’s responsible for each piece of the proposal prep—outlining, copywriting, budget spreadsheets, proofreading, etc.—so nothing falls through the cracks.
After all, the proposal itself is a sample for the client. We’re walking the walk by delivering a high-quality, timely piece of communications, which requires solid project management practices.
4. Tell a strategic story.
We step into the client’s shoes to better understand what they’re trying to solve—not just what’s on the page, but the deeper challenges they may be facing. What does success look like to them? Where might they be stuck?
We use this empathy to shape a clear, compelling narrative that connects their priorities to our expertise. The result: a proposal that feels tailored, not templated.
5. Stand out with structured design.
This is a client’s first impression of your work. A well-formatted proposal that’s easy to digest leaves a stronger mark.
Clear subheadings, concise sections, and thoughtful layout show we care about readability and clarity. Our design team uses best practices for color, typography, hierarchy, imagery, and white space to make the proposal as visually appealing as it is verbally convincing.
(Speaking of formatting, we wrote a blog about it. Read it here.)
6. Ensure quality and integrity.
Imagine putting in all this effort only to sabotage the proposal with a typo! Worse, what if we forget a required section and disqualify ourselves outright?
That’s why we created a proprietary quality assurance process for proposals. We apply our QA checklist before every submission, and let’s just say, it’s worth it every time.
Photo by Kampus Production
This process leads to stronger proposals, less stress, and better alignment with the folks making decisions about who to hire.
Proposals are high-stakes communications. When done right, they can unlock meaningful partnerships, long-term funding, and purposeful work.
If you’d like an extra set of eyes (or hands) on your next one, we’re happy to help, whether that means filling in gaps or managing the entire process.