Write an RFP response that scores on every requirement
An RFP lands with 60 pages, a hard deadline and a scoring grid. Missing one "shall" requirement can knock you out. This prompt has your agent read the whole RFP, list every requirement in a compliance matrix, and draft a structured response in Word using your own past work, ready for your team to edit.
The prompt
- Read the attached RFP [RFP FILE] and draft our response. First, make a compliance matrix in Excel: every requirement (look for must, shall, will), the RFP section number, where we answer it, and status. Then write the full response in Word following the exact section order and page limits in the RFP: cover letter, executive summary, understanding of needs, our approach, timeline, team, relevant experience, pricing structure (leave figures as placeholders) and answers to every question. Use our company details from [OUR COMPANY INFO] and these past projects as proof: [PAST PROJECTS]. Our main differentiators: [OUR DIFFERENTIATORS]. List any questions we should send to the buyer before the deadline of [QUESTIONS DEADLINE], and flag anything we cannot meet.
What to change
- [RFP FILE]: Attach the RFP PDF or Word file, plus any addenda.
- [OUR COMPANY INFO]: Attach a capabilities statement or company profile, or paste name, size, years in business and certifications.
- [PAST PROJECTS]: 2 or 3 similar projects with results, e.g. "migrated 14 county offices to cloud email in 6 weeks".
- [OUR DIFFERENTIATORS]: Why you win, e.g. "local team, 24/7 support, ISO 27001 certified".
- [QUESTIONS DEADLINE]: The deadline for clarification questions stated in the RFP, e.g. "March 3".
Example result
- Compliance matrix (first rows)
- • R-01 (Sec. 3.1) Vendor shall provide 24/7 help desk support. Answered in 4.2. Status: Compliant
- • R-02 (Sec. 3.4) Data must be stored in the US. Answered in 4.5. Status: Compliant
- • R-03 (Sec. 3.7) Vendor shall hold SOC 2 Type II. Status: Gap, we hold ISO 27001 only. Suggest asking if equivalent is accepted.
- Cover letter (draft)
- Dear Ms. Alvarez,
- Northgate IT is pleased to submit this response to RFP 2026-114 for Managed IT Services for Pine County. We have supported public agencies in the region for 11 years, and our local team can be on site within two hours.
- We confirm we have read Addenda 1 and 2 and accept the terms in Section 7, with the exception noted in Appendix C.
- Executive summary
- Pine County needs a partner who can stabilize 14 office sites, move email to the cloud without downtime and give staff one number to call. Our approach does this in three phases over 90 days. We did the same for Elm County in 2024, cutting open tickets by 38% in the first quarter.
- Our approach
- • Phase 1 (days 1 to 30): inventory, security review, help desk go-live
- • Phase 2 (days 31 to 60): email migration site by site, after hours
- • Phase 3 (days 61 to 90): documentation, training and monthly reporting
- Pricing structure
- • Monthly managed service fee: [PRICE]
- • One-time migration fee: [PRICE]
- Questions to send the buyer before March 3
- • Is ISO 27001 accepted in place of SOC 2 Type II for R-03?
- • How many users and devices are in scope at each site?
- • Can references be from private-sector clients?
How to do it with todo.is
- Copy the prompt and fill in your company details, proof and the questions deadline.
- Paste it into todo.is and attach the RFP and any addenda, or forward them to your agent by email.
- Get the compliance matrix in Excel and the full draft in Word, with gaps flagged.
- Ask for changes section by section, e.g. "shorten the executive summary to half a page", then add your pricing.
Tips for a better result
- Mirror the buyer's words and section numbers. Evaluators score with a checklist, so make each answer easy to find.
- Start with the compliance matrix before writing. It shows early if a gap makes the bid not worth pursuing.
- Write the executive summary about their problem and outcome first, your company second.
- Ask your agent to remember your boilerplate (company history, certifications, team bios) so the next RFP takes minutes.
RFP response: FAQ
- How long should an RFP response be? As long as the RFP allows and no longer. Follow its page limits, font rules and section order exactly, since non-compliant responses can be rejected without scoring.
- What is a compliance matrix in an RFP? A table listing every requirement in the RFP, where your response answers it and whether you comply. Many buyers ask for one, and it is a good internal check even when they do not.
- Can the agent fill in our pricing? It builds the pricing structure and tables but leaves amounts as placeholders. Pricing decisions should come from you.
- Is my RFP kept private? Files you attach stay in your own agent workspace and only your agent uses them.
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