What I Learned Writing My First RFP as a Small Business Owner
- Deanna Bledsoe
- Sep 9
- 4 min read
I’ve spent years reading, reviewing, and scoring RFPs in my former career. But when I sat down to actually write and submit one for the first time as a small business owner, I realized: responding is a whole different game.
For those unfamiliar, an RFP (Request for Proposal) is a formal process where an organization invites providers to submit detailed proposals to deliver services. They can run dozens of pages, require multiple attachments, and often come with strict deadlines and reporting expectations. Usually, the requirements are drafted by subject matter experts—but once the lawyers have their say, the wording can feel more like an endurance test than a straightforward request.
And here’s the thing—RFPs are rarely worth the time for a small business unless you really want it or really need it. They require massive effort, with no guarantee of being selected.
Still, I found myself in that position recently. The RFP had been released weeks earlier, but I didn’t learn I needed to respond until much later. Last year, delivering services hadn’t required a proposal. This year, it did. I found out late on a Friday evening, and the deadline was the following Tuesday at 2:00 pm.
That left me one weekend to:
Friday night: Read, read again, and re-read a dense 23-page document (about an hour just to digest the language).
Saturday: Spend a few hours drafting.
Sunday: Put in 9 hours pulling it all together.
Honestly, I can’t say it was the best proposal I’ve ever written, but it was the best I could do under the circumstances. And while I wouldn’t choose to go after RFPs in most cases, I walked away with lessons that may help other small business owners who find themselves in the same boat.
1. The Reality for Small Businesses
RFPs are time-intensive. Even reading and understanding them takes hours.
Larger vendors often have full teams. For small businesses, it’s usually one person doing it all.
Sometimes you feel you have to respond. In my case, I had already delivered services the prior year, I genuinely admire the school staff, community, and students, it’s a great opportunity for business growth, and I had already invested time preparing a proposal using last year’s format (when that was all that was required). With all that on the line, I couldn’t just walk away.
2. Preparation is Everything
Build a boilerplate toolkit. Save reusable content like your mission, bios, and past project highlights.
Keep a folder of common docs. Insurance certificates, resumes, references—these come up again and again.
Create a checklist. Break down every requirement. Reviewers notice when something is missing.
3. Think Like a Reviewer
This is where my background reviewing RFPs really helped me. Reviewers don’t want to hunt for your answers—make it easy for them.
Find the rubric. There’s usually a scoring rubric, but it may be buried in an appendix or written in vague language. Once you find it, use it as your roadmap.
Follow their order. Structure your proposal in the same order as the requirements. It helps reviewers keep track of scoring without flipping back and forth.
Label clearly. Use the exact same wording from the scoring areas in your headings. If the rubric says “Program Impact,” your heading should be Program Impact. Don’t reword it.
Clarity counts. Reviewers often score dozens of proposals in a short time. Organized, easy-to-read answers stand out.
Impact sells. Use concrete examples, numbers, and stories—they’re more memorable than abstract descriptions.
4. Budget & Reporting
Build in admin costs. Preparing an RFP takes time and energy. Factor that into your administrative/overhead budget line.
Expect reporting requirements. Many RFPs require quarterly or annual reports. These take time and staff capacity.
Know who wants what. Different agencies may require different reports at different intervals (e.g., labor board reports comparing your employee wages against your proposed labor costs).
5. Manage the Process
Start early if you can. Having weeks (instead of a weekend) makes the process far less stressful.
Prioritize. Focus first on high-value scoring areas.
Done > perfect. A complete and compliant proposal beats one that’s polished but missing pieces.
6. Build Relationships
Ask clarifying questions. If there’s a Q&A period, use it.
Stay visible. Community connections matter—reviewers remember organizations they’ve seen in action.
Save everything. Each submission can serve as a template for the next one.
Final Thoughts
Writing my first RFP was a crash course in patience, organization, and perspective. For small businesses, it’s not easy—and honestly, it’s not often worth it unless you really want it or really need it.
Sometimes the reason you respond isn’t because the RFP process itself makes sense, but because the community, the relationships, and the growth opportunity make it worth the effort.
With the right mindset, strategies, and preparation, it is possible to submit strong proposals without burning out.
And if you’re a small business owner feeling overwhelmed by your first RFP, remember: even those of us with years of experience reviewing them still find the process daunting. You’re not alone.
👉 Have you ever had to respond to an RFP? What strategies (or horror stories!) would you add to this list?
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