How to write a winning RFQ response (template + examples)

Picture this: A $500k RFQ lands on your desk.

It’s your biggest opportunity this quarter, but you know your competition doesn’t sleep. Before diving in, ask yourself: Is this deal worth pursuing? 

Not every request for quotation (RFQ) is created equal—some are serious opportunities, while others are just prospects fishing for comparisons. 

If the prospect fits your ideal customer profile (ICP), has a budget, and is ready to buy, it’s time to craft a response that sets you apart.

You’ll need the right pricing templates, tools, and strategies to succeed. Read on to learn how to create an RFQ response.

:::box "What is an RFQ response?", "A request for quotation (RFQ) response is a document outlining pricing, deliverables, and timelines. It’s sent when a prospect organization requests pricing during the formal evaluation phase of the sales process. 

RFQs are most common in industries with formal procurement practices, like manufacturing, healthcare, and government. Occasionally, tech or e-commerce companies issue them too.

By submitting an RFQ response, you get a chance to show the buyer exactly how your solution fits their needs and why you’re the best choice."

:::

Unlike a request for proposal (RFP) which evaluates broader solutions, a request for quote prioritizes pricing. Keep it clear, compelling, and competitive. 

Buyers often compare multiple bidders, so your response needs to stand out by showing:

1. How much it’ll cost
2. Why you’re the right pick

A great RFQ response doesn’t overcomplicate the evaluation process. Instead, it gives buyers confidence in their decision to work with you.

It doesn’t matter what company or what industry your response is for. What truly matters is that you’re selling to humans. Understand their needs, keep your response simple, and focus on building trust.

6 must-have elements in any RFQ response

Here are examples of what to include in your RFQ responses, so you can smash those quotas.

1. Cover letter

Your cover letter is the first opportunity to increase perceived value. Use it to set the tone with a personalized intro and highlight how your solution benefits the client.

What to include:

• Introduction: Introduce your company, and address their pain points
• Intent: Reaffirm your commitment to fulfilling their requirements
• Contact info: Share details of your contact people—both the account rep and the technical team

Example

Dear [Client Name],

Thank you for the opportunity to submit our response to your RFQ for [specific project/service]. At [Your Company Name], we specialize in [specific expertise] and have helped organizations like yours address challenges such as [specific pain point].

We are committed to fulfilling the RFQ requirements and believe our [specific solution] is an excellent fit for your goals. Our approach ensures [specific benefit, e.g., reduced costs, increased efficiency] while maintaining [key client priority, e.g., compliance, quality standards].

For any questions or additional contact information, feel free to get in touch.

[Your Name]

2. Executive summary

Think of your executive summary as your elevator pitch. It’s the high-level overview that decision-makers actually read. It’s often the only section they bother with (besides pricing, of course). So make it count.

Keep it concise. Use data to back up your claims, and quantify the time, cost savings, or ROI your solution delivers. This is your chance to highlight what makes you different and why you’re the best choice.

What to include:

• Client context: Their current challenge and goals
• Solution overview: A brief description of your offering
• Differentiators: Unique aspects that set your solution apart
• Value: Measurable benefits tied to the client’s objectives

Example

[Client Company], with $[X]M annual revenue and operations in [Y] locations, is addressing challenges in [specific area]. Their RFQ aims to [primary driver: e.g., improve efficiency/reduce costs], targeting a [Z%] improvement in [key metric] by [timeframe].

Our proposed [Solution Name], priced at $[amount], delivers a [specific service/system] over [X] months. Implementation follows our proven 3-phase approach, with deployment completed within [timeframe] and full capability by [date].

‍Key outcomes include:

• [X%] reduction in [cost/time]
• $[amount] annual savings
• [X%] improvement in [key metric]

[Solution Name] ensures measurable results and aligns with [Client Company]’s goals.

3. Scope of work

The scope of work section is your opportunity to build trust by clearly outlining what you’ll deliver and how it aligns with your prospect’s goals. Your prospect should think, “This vendor gets it and can deliver the results we need.”

Want to stand out? Use bullet points or tables to keep things clear. Tie milestones to business outcomes, and be specific about what you’ll deliver. Encourage questions to give prospects space to address any doubts.

What to include:

• Deliverables: Specific items or services the client will receive
• Milestones: Key phases and deadlines
• Outcomes: Business impact tied to each deliverable

Example

[Client Company], a leader in [industry/sector] with $[X]M in revenue and [Y] locations, seeks to achieve a [Z%] improvement in [key metric] within [timeframe]. Our proposed [Solution Name] ensures measurable outcomes at every milestone.

Deliverables

• [Deliverable #1, e.g., Deployment of a centralized system].
• [Deliverable #2, e.g., User training].
• [Deliverable #3, e.g., Post-implementation reports].

Milestones and outcomes

‍Phase 1: Planning (Month 1)
• Milestone: Finalized requirements and schedule
• Outcome: Clear scope, reducing the risk of delays

Phase 2: Deployment (Months 2–3)
• Milestone: System installed and tested
• Outcome: Operational inefficiencies reduced by [X%]

Phase 3: Training & optimization (Month 4)
• Milestone: Users trained, system operational
• Outcome: [Z%] improvement in [key metric]

Expected impact
• [X%] reduction in [cost/time/risk]
• $[amount] annual savings
• [X%] improvement in [key performance indicator]

We look forward to tailoring this plan further to meet your needs. Let us know about any questions.

4. Pricing

Communicating pricing is the essence of an effective RFQ response. 

Keep it easy to understand by providing context and details for each item in your pricing list. Use clear language to build trust—if everything adds up logically, you’re well on your way to sealing that deal. 

And don’t underestimate the power of tables. They’re clearer, more transparent, and far better than long paragraphs of text. 

If you present pricing tiers, anchor your prospect with a “recommended” one against which they’ll be benchmarking their options.

What to include:

• Itemized costs: Break down the price for each deliverable, including services, and add-ons
• Total cost: Show the overall price alongside any potential savings
• Payment terms: Outline your payment schedule and conditions

Example

[Your Company Name] is excited to work with you to help [Client's Company Name] in addressing [Client Challenges Mentioned in Executive Summary]. 

Here's a brief overview of the transparent yet competitive pricing options, and a suggested plan:

:::callout "💡 Learn more", "For more pricing presentation tips, check out our guide to price quotes.":::

5. Delivery and implementation plan

While the scope of work defines what you’ll deliver, the delivery plan explains how you’ll do it. Think of this section as a practical roadmap for delivering on your promises.

Personalize it by identifying key stakeholders on the prospect’s side and specifying what you’ll need from them to get started. Whether it’s internal materials, training information, or usage permissions.

What to include:

• Timeline: Offer a realistic timeline with key milestones
• Resources: Mention who will be responsible for what
• Risk management: Share strategies to mitigate potential issues

Example

Our team will work closely with [Client Company]'s stakeholders to ensure a smooth rollout of [Solution Name].

Timeline
‍
• Phase 1: Initiate (Month 1)
• Phase 2: Design (Month 2-3)
• Phase 3: Build (Month 3-5)
• Phase 4: Launch (Month 6)

Resources
‍
• [Role 1 + responsibility]
• [Role 2 + responsibility] 
• [Role 3 + responsibility]

Risk management tactics
‍
[Table with risk indication, likelihood (low, medium, high), and mitigation tactics]

6. Appendices (social proof)

Show your receipts. While competitors make promises, you’ll stand out by showcasing client wins, metrics, and industry awards that prove you deliver.

Choose references, case studies, or reviews that resonate with your prospect. If they’re in the financial industry, a testimonial from a similar client will carry far more weight. 

Do they check specific review sites? Include badges from those platforms to get more credibility.

Example

At Dock, we share case studies that highlight how our product delivers measurable results. For example, how Nectar’s Director of Sales increased win rates by 31% with Dock.

7 RFQ response best practices to smash quotas

Your RFQ response, besides sharing a price tag, should maximize perceived value in the prospect’s eyes. Here are a few tips you can apply.

1. Qualify opportunities before responding

Before crafting an RFQ response, take time to qualify the lead. This upfront work ensures you stay focused on opportunities that are worth your time. And more likely to bring revenue in the long run.

Ask yourself:

• Are they interested, or just price-shopping?
• Does this align with your company's roadmap?
• Are you likely to win, or is it just a shot in the dark?
• Can your team realistically handle the project?

If your answers are mostly “yes,” tackle that RFQ response.

2. Identify key decision-makers and stakeholders

If this were a small company and low-stakes deal, you probably wouldn’t be working on RFQ response. Here, you need to map who's really making the decisions.

Don’t assume. Use the info they’ve shared, review their LinkedIn profiles, and talk to senior colleagues, instead.

Ask yourself:

• Who might hold things back? Who will push it forward?
• What matters to them? How can you hit their benchmarks?

Once you know who’s a budget holder (i.e. the economic buyer), who might sweep away the deal, who’s the brain behind the operation, and who’s your biggest fan, tailor the pitch.

3. Collaborate with your champions

Champions know the ins and outs of what the perfect sales proposal looks like. Use this and get their feedback.

Here’s how to collaborate effectively:

• Co-writing: Draft your response with their verbatim statements so it feels familiar and safe for the prospect
• Feedback loop: Check in to ensure you’re aligned at every stage

A strong champion can make or break your response. If no one is excited about your solution, it might not be the right fit. Saying “no” frees up time for better opportunities.

4. Personalize your RFQ response

RFQs often come from formal, highly regulated industries. So naturally, you need to follow the prospect’s requested format, and keep things “official.”

But here’s the thing—if your competitors are sending generic, copy-paste RFQ responses, this is your chance to stand out. Personalization makes all the difference.

Just take a look: "We have extensive experience in cloud migration and can help your company transition smoothly." Sounds boring, right?

What about this?

"After analyzing your current SAP infrastructure serving 3,000+ employees across 12 locations, we've identified two pain points:

• Your Melbourne office experiences 40-second latency during peak hours
• Your legacy system costs $850K annually in maintenance

We solved identical challenges for [Bank Name] last quarter—cutting their latency to 5 seconds and reducing costs by 60%.”

Way better, right? 

Don’t be afraid to experiment a bit and go with something different. 

5. Avoid sending static PDFs

The World Bank acknowledges that nearly one-third of its downloadable PDFs have never been downloaded. Ouch.

And there is a good reason why—managing long sales cycles or high-stakes deals through millions of email attachments in three different email threads is just uncomfortable.

So what should you do instead?

Bring your response to life with a digital sales room. 

It’s where decision-makers can explore your solutions, demo videos, and case studies in real time. This space lets them focus on the most relevant documents that address their needs.

6. Involve your technical experts 

When the deal is more complex (and that’s the case with the RFQ process), don’t leave your sales rep to battle it out alone. Bring in your pre-sales team, solutions engineers, and subject matter experts (SMEs).

First, these folks really know what’s viable, in what environment, and what’s set to failure. 

Second, their presence in the response will convey trust on the prospect’s side which should help you close that deal. They’ll be able to fact-check your proposal, too.

7. Improve sales team efficiency with RFQ templates

As a sales leader, you’re always looking for ways to improve the efficiency of your team. So if you’re replying to multiple RFQs that require similar answers, use a template.

To make it easy, use Dock’s reusable RFQ templates. These templates come packed with embedded assets, collaboration plans, and pricing documents, allowing your team to adapt responses to client needs.

With Dock templates, you can:

• Update each response to match specific client requirements
• Show your product's value proposition
• Maintain team alignment throughout the process
• Track detailed engagement metrics to uncover the “dark” sales funnel (and know how prospects interact with your response—even between meetings.)

Best RFQ response software and tools

Here are the best RFP tools to simplify creating proposals at scale and increase your chances of winning new business.

1. Dock

Dock is great for industries where RFQs follow a formal structure—but that doesn’t mean your responses need to blend in. 

Instead of sending static, copy-paste submissions and PDFs, Dock lets you create a dynamic, interactive workspace that stands out. 

Customize templates to match client needs, track engagement to see what resonates, and adjust your follow-ups accordingly. 

With built-in security functionalities like NDAs and restricted access, you can serve the best quality services to highly regulated industries like finance, healthcare, and government. All without losing that “official” edge.

2. Responsive (formerly RFPIO)

RFPIO is an automation-focused RFQ response platform designed for organizations handling high volumes of proposals. 

It offers advanced import/export capabilities, project management tools, and a dynamic content repository. While RFPIO excels in efficiency and scalability, its automated response process may not provide the same level of personalization as other tools. 

3. Loopio

‍

Loopio simplifies RFQ management with tools that save time and keep your team organized:

• Content library: Teams can access content and get AI-suggested responses
• Automation tools: Automation helps you draft responses in minutes.
• Collaboration features: Assign tasks, track progress, and work together to finish responses faster

Loopio makes RFQ responses easier, but the best software depends on what your team needs.

Close more deals with Dock 

Responding to RFQs doesn’t have to be a shot in the dark. With a clear strategy, the right tools, and a focus on opportunities that matter, your team will smash quotas this year.

If you want to create RFQ responses at scale today, check out our pricing proposal template.