RFP, RFI, RFQ Response - Marketing Agency Template

Meeting Prep Checklist

Confirm date, time, and format of the meeting with the client
Thoroughly review the entire RFP, RFI, RFQ
Develop a clear understanding of the client's needs
Prepare a tailored proposal that addresses those needs
Identify suitable team members to be part of the presentation
Rehearse the presentation with the team
Prepare any necessary visual aids or handouts
Understand the client's decision making process

Meeting Agenda Template

  • Welcome and introductions
  • Brief overview of the client's RFP, RFI, RFQ
  • Your agency's understanding of the client's needs
  • Presentation of proposed solution
  • Explanation of our team structure and capabilities
  • Detailed breakdown of proposal elements
  • Pricing and timeline discussion
  • Question and answer session
  • Conclusion and next steps

Meeting Notes Template

  • Attendee names and roles
  • Key points from the client's RFP, RFI, RFQ
  • Clarifying questions and answers
  • Key elements of the proposal
  • Client's reactions and statements
  • Any potential objections or concerns raised
  • Agreed actions and next steps
  • Follow-up date and time if agreed

Meeting Follow-up Checklist

Log meeting notes, any recording/transcript in your CRM
Update contacts and opportunities based on the meeting
Send a detailed follow-up email summarising key points, actions, and next steps
If possible, include a copy or summary of the proposal in the follow-up email
Share meeting outcomes and next steps with your team
Plan for follow up discussions and any additional information the client may require