Sending in a Request for Proposal (RFP) is just the first step in winning a contract in the highly competitive IT staffing sector of today. After you submit in your proposal, the real fight begins. It’s really vital to have good ways to follow up so that your proposal sticks out. Following up swiftly and effectively after sending an IT staffing RFP can make or break your prospects of getting the contract and forming a long-term business relationship with the client. This article will provide you a full list of strategies and best practices for making your follow-up process better, which will make it more likely that you will succeed.
Why is it vital to check in after you send in an IT staffing RFP response?
1. Remembering Your Proposal
When you put in your RFP, there is a lot of information for decision-makers to look at. A lot of other vendors are also turning in proposals at the same time. Following up is a fantastic way to make sure your proposal doesn’t get lost in the shuffle and stays on the thoughts of the people who have to make the decision.
2. Proving that you are reliable and professional
How you follow up after submitting in an RFP indicates that you are professional. It shows the client that you are responsible, organized, and willing to take charge. A good follow-up strategy demonstrates that you want to give outstanding service and that people can count on you.
3. Strengthening ties with possible customers
Following up regularly helps you build trust with the people who make decisions, which makes it easier for them to trust you. This trust can help turn a one-time deal into a long-term partnership, especially in IT staffing where needs crop up all the time.
4. Getting helpful feedback
You might ask for feedback on your plan once you follow up. If the client doesn’t pick your proposal, their input can assist you find out how to make your ideas more competitive next time.
5. Making sure you have chances in the future
Following up can help you acquire additional business from the client in the future, even if you don’t win the current RFP. Clients may need IT personnel now or in the future, and if they were impressed with how well you did during the RFP process, they might hire you again.
1. Timing is Everything: Know When to Follow Up
It’s hard to find the proper time to follow up. You don’t want to follow up too soon and seem too eager, but you also don’t want to wait too long and seem uninterested. A good follow-up program looks like this:
1.1 The First Follow-Up: The First Few Days
Three to five days after you send in your RFP, send an email to check in. This is a polite reminder that you sent in your proposal and a chance for you to confirm that you got it. At this point, you can also ask about the expected timing for the selection process.
Main Point: Make sure you got the proposal and say thank you.
Goal: Let them know that you want to hear from them again.
1.2 Second Follow-Up: If you don’t hear back in 7 to 10 days
If you haven’t heard back or had a response in a week to ten days, send a second email or call. You can now ask them whether they need any more information or clarification before they can make a choice.
Main Point: Check in to see if there are any new updates and give extra aid.
Goal: Show that you still care and offer to help them decide.
1.3 Last Follow-Up: After Not Hearing Back for 2–3 Weeks
It’s okay to send one last email or phone if you haven’t heard back after two or three weeks. Be kind and direct when you talk to someone, and ask if there are any last things you need to do or questions you need to ask.
Finish the proposal, please.
Purpose: Stay professional even if you don’t receive the job, and leave the door open for future opportunities.
2. How to Write the Best Follow-Up Email
Your follow-up email should be polite and professional, and it should also be written in a way that makes the person want to do something. This is a complete guide on how to write your email:
2.1 Subject Line: Keep it Short
The subject line is the first thing the person will see, so it should be straightforward, to the point, and about what your email is about. Here are some good subject lines:
“Follow-Up on Submission of IT Staffing Proposal”
“Question About Submitting an RFP for IT Staffing Needs”
2.2 First Line: Thanks
At the beginning of the email, thank the customer for letting you submit in your proposal. A sincere thank you for their time sets the right tone for the conversation. For instance:
“Thank you very much for letting us send in our proposal for your IT staffing needs.”
2.3 Value Proposition: Strengthen Your Solution
Go over again why your IT staffing service is the best solution for the client. Show them how your team can help them with their staffing or other concerns.
For instance, “Our team has helped many clients in similar fields find IT staff, and we are confident that we can help you meet your staffing needs quickly.”
2.4 Call to Action (CTA): Ask for what to do next
Please ask for an update on how the choice is being made. Be kind but direct. For instance:
“Can you please tell me when you plan to make a choice?”
“Please tell me if you need more information or clarification from us.”
2.5 Closing Line: Let’s Talk More
Let the client know that you are available to answer any further questions they may have. For instance:
“I’m happy to talk about any other information you might need at your convenience.”
2.6 Sign-Off: Be polite and professional
End the email with a formal closing, such as “Best regards,” and then your full name and contact information.
3. Keep trying, but be nice
It’s necessary to follow up, but don’t be too aggressive about it. Here’s how to keep going without looking unprofessional:
3.1 Don’t send too many texts
You should check in once a week. Sending the client a lot of emails or texts in a short length of time will make them upset and hurt your chances of getting the job.
3.2 Stay Positive
No matter what the answer is (or isn’t), be nice and positive. If you don’t receive the job, thank them for looking at your proposal and ask them how you can make your next one better.
3.3 Do what you can to help
If the client doesn’t understand something in your proposal, offer to explain it to them or provide them more information. This demonstrates that you are even more determined to discover the best answer for them.
4. Follow Up on More Than One Channel
Email is usually the best way to get in touch with someone, but using more than one method will help you get an answer faster. This is how you change up your follow-up methods:
4.1 Phone Calls: A Personal Touch
A phone call is often more personal and might help you get in touch with someone more quickly than an email. If you didn’t hear back from the decision-maker or project manager after your initial follow-up email, it could be a good idea to call them and be polite.
Important: Talk to the right person and keep the conversation short and to the point.
4.2 LinkedIn: Use your professional networks to get in touch
You can send a polite, direct message to the person who makes the choice on LinkedIn if you know them. Be careful to be nice and professional in your message.
4.3 SMS/WhatsApp: Only Use When You Have To
If your clients are okay with texting, a quick, professional message by SMS or WhatsApp can be a fantastic approach to follow up with them. But only use this channel for business communication if the client has given you permission.
5. Keep track of and measure the work you do after the event.
You should keep track of what you do after you send an RFP and how well it performs so that you can improve your upcoming ones. Here are several strategies to keep track of what you need to do next:
5.1 CRM Tools: Keep Everything in Line
A CRM system like HubSpot, Salesforce, or Zoho can help you keep track of your follow-up work. You may use these platforms to make reminders, keep track of your interactions, and see how your follow-up chores are coming along.
5.2 Simple to Keep Track of using Excel or Google Sheets
If you don’t use a CRM system, a simple Google Sheets or Excel spreadsheet could be a good way to keep track of things. Create columns to note the date of each follow-up, the way you did it (email, phone, LinkedIn, etc.), and the response status.
6. Use what people say to make your next entries better.
Getting feedback on a proposal that didn’t go well will help you write stronger RFPs in the future. Here’s how to do it:
6.1 Be humble and professional
Politely ask why your idea wasn’t picked. For instance:
“We would love to hear what you think about our proposal so that we can get better in the future.”
6.2 Key Questions to Ask for Feedback
- What were the pros and cons of our proposal?
- Were there any specific needs that we didn’t address well enough?
- Would you consider us for jobs in the future?
You will make your next proposals better if you always listen to what people say and improve them.
7. Building long-term relationships with clients
Following up successfully isn’t only about obtaining a deal; it’s also about laying the groundwork for long-term business relationships. Here’s how to keep these partnerships going:
7.1 Keep your interest
Even if you don’t obtain the deal, don’t let the relationship end there. Once in a while, get in touch with the client to remind them of your services and offer new ones when their needs alter.
7.2 Keep giving people answers
Before the client asks for them, give them solutions that match their evolving needs. This shows that you want them to do well in the long run.
7.3 Thank You
Always appreciate clients for their time and thought, no matter what. A sincere thank-you note might leave a favorable impression and lead to more opportunities in the future.
Conclusion
A good follow-up plan after sending in an IT staffing RFP response could be what gets you the contract in the end. By following up at the correct times, writing professional emails, being persistent without being pushy, using diverse channels to communicate, and keeping track of your efforts, you can show that you are a dependable and client-focused partner. Always utilize comments to help you produce better proposals in the future. Following these best practices will not only help you get the current contract, but they will also help you develop strong business partnerships in the IT staffing market that last a long time.