RFP Proposal Checklist: 12 Steps to a Winning Submission

October 9, 2025

Evie Secilmis

When a new RFP lands in your inbox, the clock starts ticking. Between gathering inputs, formatting responses, and securing approvals, it’s easy for details to slip through the cracks. That’s why high-performing proposal teams rely on structured checklists — not just to stay organized, but to build consistency, accuracy, and confidence in every submission.

Here’s a comprehensive RFP proposal checklist to ensure your next submission stands out for all the right reasons.

1. Review the RFP Requirements

Before writing a single word, read the RFP thoroughly.
✅ Identify submission deadlines, formats, and naming conventions.
✅ Highlight mandatory requirements and evaluation criteria.
✅ Confirm deliverables (attachments, references, compliance forms).

2. Host a Kickoff Call

Get everyone aligned early — sales, marketing, product, and legal.
✅ Assign ownership for each section.
✅ Clarify win themes, differentiators, and tone of voice.
✅ Set milestones for drafts, reviews, and approvals.

3. Understand the Client’s Goals

Don’t just answer what’s being asked — understand why it’s being asked.
✅ Review the client’s website, press releases, and mission.
✅ Document key challenges or pain points.
✅ Define the outcomes they care about most (cost savings, innovation, compliance).

4. Develop a Strong Executive Summary

This is your first impression.
✅ Restate the client’s objectives in their own language.
✅ Position your company as a trusted partner, not just a vendor.
✅ Keep it short — 1 to 2 paragraphs that set the stage.

5. Use Approved, Up-to-Date Content

Consistency builds trust.
✅ Pull from your most recent knowledge library or content hub.
✅ Ensure security statements, case studies, and certifications are current.
✅ Avoid copying old proposals without verifying accuracy.

6. Align with Evaluation Criteria

Make scoring effortless for reviewers.
✅ Use headings that mirror the RFP’s structure.
✅ Address each requirement explicitly.
✅ Include quantifiable proof points — metrics, ROI, or testimonials.

7. Simplify Technical Language

Clarity beats complexity every time.
✅ Replace jargon with plain, confident language.
✅ Focus on outcomes instead of internal processes.
✅ Make each sentence easy to skim and understand.

8. Incorporate Visuals and Tables

Help evaluators absorb key points quickly.
✅ Add visuals like process diagrams or timelines.
✅ Use tables for comparisons, deliverables, or SLAs.
✅ Maintain consistent branding and color palette.

9. Double-Check Formatting and Compliance

Formatting mistakes can disqualify you.
✅ Match the required font, spacing, and layout guidelines.
✅ Verify file types, page limits, and document naming.
✅ Ensure all attachments are included.

10. Conduct Peer Review

Fresh eyes catch what you might miss.
✅ Assign at least one reviewer for accuracy and tone.
✅ Check for alignment with brand and messaging.
✅ Ensure executive summaries and appendices flow logically.

11. Submit Early

Give yourself a buffer for last-minute adjustments.
✅ Aim to submit one day before the deadline.
✅ Confirm receipt with the client.
✅ Archive the final version in your RFP library.

12. Track Results and Feedback

Every submission is a learning opportunity.
✅ Record win/loss outcomes in your CRM.
✅ Analyze turnaround times, reviewer comments, and scoring.
✅ Use these insights to improve your next proposal.

Final Thoughts

A solid checklist doesn’t just reduce stress — it builds repeatable success.
By turning each step into a habit, your team creates a repeatable, scalable RFP process that improves both speed and win rate.

If you’re managing multiple RFPs across departments, consider automating your checklist with Iris to centralize collaboration, ensure compliance, and eliminate manual tracking.

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