The small business guidebook to managing RFPs
Chapter 2 - Be precise on your email subject line
Being clear in your subject line will give suppliers a quick context to the details of the email. In this chapter, you will learn what a precise subject line looks like by following a simple formula.
Ever get an email from someone without the subject? That email, after first glance, gets lost very quickly and probably won’t even be opened. Email Subject Lines is one of the most important components of your email. This is what your audience sees and decide whether to read it or send it to the junk folder.
Email subject line should provide a quick context to the details of the email. In procurement, if you are sending out an RFP on some landscaping work, your goal is to solicit quality proposals. So don’t simply title.
Your RFP email: “landscape work”; it is important to boldly indicate that this is an important RFP opportunity, it is a big opportunity, and it is urgent. For example, the RFP email should be titled “RFP – 2022 annual landscape program (closing Nov 15th, 2021)”. This title indicates it is an RFP opportunity, a full year contract, and there is an urgency to get the proposal in by Nov 15th.
Email Subject Cheat Sheet
Email Subject Formula
RFP – {project year to period} {Name of the project}{Deadline date}
Email Subject Do's and Don't
Good | Bad |
RFP – 2022 annual landscape program (closing Nov 15th, 2021) | Landscape work |
RFP – 2021 Ocean Avenue Full building appliance replacement (closing Feb 28, 2021) speed, service level. | Appliance purchase |
RFP – 2021 Ocean Avenue Full building appliance replacement (closing Feb 28, 2021) | Garbage Service |
Chapter 3 - Always pre-qualify your suppliers before the invite
Before inviting suppliers to bid on your project, always pre-qualify the participants. There is a whole art in how to qualify a supplier. Learn the questions you should have answered when pre-qualifying your suppliers.
