10 Things You Should Know If You Want to Win the Project — Not Just Submit a Proposal
For many service providers, responding to requests for proposals (RFPs) or public procurement calls is no longer a one-off effort — it's become a regular part of doing business. Yet one question always remains: How do you craft a proposal that not only meets the requirements but also convinces the client you’re the right team to work with?
Based on our experience with dozens of projects — from smaller assignments to large-scale international bids — we’ve identified 10 practical things that actually make a difference.
- Talk less about what you can do — more about what you’ve already delivered
Phrases like “we have experience” or “we ensure quality” carry little weight unless they’re backed by examples. Even if you can’t name the client, describe the type of work, its scope, and any distinctive features.
A short summary or a table listing similar past projects can help evaluators quickly grasp your relevant experience without digging through your entire proposal.
- Don’t just make claims — show evidence
Standard internal documents — completion certificates, contract excerpts, reference letters, or thank-you notes — can provide strong validation. In close evaluations, these supporting materials can make the difference between being shortlisted or not.
- Be specific — even if your portfolio is modest
If you’ve delivered work at one industrial site, don’t describe it as “extensive experience in industrial engineering.” It’s better to outline exactly what was done, where, and using which tools. Clarity and precision are far more convincing than inflated language.
- If something in the brief is unclear — ask
Many applicants hesitate to submit questions, worrying it will make them look unprepared. But asking thoughtful questions shows you’ve read the documents closely and are serious about aligning your work with the client's needs.
- Keep your cover letter short — and focused
Generic statements about your company’s interest or commitment to quality won’t stand out. Instead, aim for 10–12 specific sentences explaining what you offer, how it’s relevant to the client, and when you can start.
- Submitting abroad? Use the client’s official language
Even if the RFP allows English, it’s worth translating your key materials — your cover letter, company description, certificates — into the local language. This minimizes the risk of misinterpretation or being deprioritized by local evaluators.
This is particularly important when applying to government agencies or municipal institutions rather than international organizations.
- Only apply where you’re truly competitive
Applying "just in case" rarely pays off. If you don’t meet the key requirements or aren’t confident in your ability to deliver, it’s better to focus your time on opportunities where you can realistically offer the strongest solution.
- Don’t let technical mistakes disqualify you
Even the best-written proposal can be rejected because of an unsigned document, the wrong file type, or a missing attachment.
We once missed out on a promising opportunity because the archive we submitted couldn’t be opened — it didn’t follow the required file format.
- If you don’t win — ask why
Losing a bid isn’t a failure — it’s information. Whenever possible, try to find out where your proposal fell short, how others scored, or what specifically the client preferred. We’ve refined proposals based on such feedback and succeeded in later rounds.
- Past experience matters — even when it’s not part of the criteria
Not every proposal is judged with a blank slate. Sometimes evaluators already know who delivers and who doesn’t. A solid track record, even if not formally scored, can be what earns you the invitation — or the contract.
This list won’t guarantee a win, but every point here has helped us move from "invited to submit" to "project awarded." If you work in professional services or regularly respond to RFPs, we hope something here helps you get closer to your next successful bid.