Platform Pick 6: Send Out Requests for Proposals

Introduction

it’s time to reach out to the vendors and see what they bring to the table. This is where the magic starts (well, kind of). The email you send is more than just a message—it sets the tone for your interaction with each vendor. It should clearly communicate to the demo presenter that you have specific needs and expect the conversation to focus on addressing them. This is part of a series on how to pick the right platform for your needs.

Platform Pick 1: Win Stakeholder Support
Platform Pick 2: Create a Checklist
Platform Pick 3: Create a Feature Comparison Table
Platform Pick 4: Define Your Needs Clearly
Platform Pick 5: Hunt for the Right Platform
Platform Pick 6: Send Out Requests for Proposals
Platform Pick 7: Demos with Vendors
Platform Pick 8: Check Pricing and Value
Platform Pick 9: Choose Your Top Favorites
Platform Pick 10: Business, Legal, and IT Prep
Platform Pick 11: Integrate and Test it
Platform Pick 12: Rollout

Ready? Let’s dive in.

Craft Your Outreach Email

With your RFP document ready and vendors chosen, the next step is to reach out to them with a clear and professional email. This email sets the tone for your communication and ensures vendors understand the expectations.

Keep It Short and Focused

Your email should be concise while providing all the necessary details. Here’s what to include:

1. A brief introduction about your company.
2. A reason why you’re reaching out to this specific vendor.
3. The attached RFP document and a request to review it before the demo.
4. Deadlines for submitting their proposal or any key dates.
5. An offer to answer questions or provide clarifications.

Example Email Template

Subject: Request for Proposal – [Your Company Name]

Hi [Vendor Name],
We’re [Your Company], and we’re currently exploring platforms to [your goal, e.g., streamline affiliate marketing operations]. Based on your platform’s features and expertise, we believe you might be a great fit for our needs.
Attached is a detailed overview of our business, requirements, and expected volumes. Please review it prior to the demo to ensure a productive discussion.
We’d appreciate it if you could submit your proposal by [deadline]. If you have any questions or need further details, feel free to reach out—we’re happy to assist.
Looking forward to hearing from you.
Best regards,
[Your Name]

Send the RFPs

Now that your email is ready, it’s time to send out your Requests for Proposals. While many platforms provide online forms for inquiries or demo requests, this can sometimes be tedious. A faster and more efficient approach is to collect email addresses from each platform and send one email with all vendors in blind copy (BCC).

Why Use BCC?

• Saves Time: Instead of filling out multiple online forms, you can send a single email to all vendors.
• Professional Privacy: Using BCC ensures vendors don’t see each other’s contact information, maintaining confidentiality.

Collect Email Addresses

• Visit the contact or demo request pages on each platform’s website.
• Look for dedicated sales or support emails (e.g., sales@platform.com).
• If emails aren’t listed, use the platform’s contact form to request the appropriate email for RFP submissions.
• Send the Email

Track Vendor Responses

Use your Feature Sheet to track and organize vendor responses. For vendors who haven’t responded, send a polite reminder email. A simple follow-up can ensure you don’t miss any potential options.

What’s Next?