Our Expertise

RFP proposal writing and response services.

RFP proposal writing services and RFP response services from a single proposal company. Engage Otter International Proposals for complete proposal packages or for the specific services your team needs.

Practice areas: RFP writing services, bid and proposal writing, government proposal writing, audit RFP proposals for CPA firms, and financial services RFP responses. For a closer look at what a response contains, read our guide to preparing a proposal for a project.

Layered RFP documents beneath a gold magnifying glass

RFP Analysis

A close reading of the solicitation before a single word of the response is written.

Acting as your proposal analyst, we study the full RFP package, including the RFP invitation, instructions, evaluation criteria, attachments, amendments, and submission rules, and prepare a clear account of what the issuing organization is asking for and how responses will be judged.

  • Evaluation criteria and their relative weight
  • Mandatory instructions and submission rules
  • RFP contract terms and conditions that the response must address
  • Questions to raise with the issuing organization
A proposal page with a highlighted requirement and a gold seal of approval

Requirements and Compliance Assessment

Every requirement identified, organized, and traced to the place in your proposal that answers it.

We build a requirements and compliance matrix that maps each "shall," "must," and requested item, including the RFP contract requirements, to a specific section of the response, so that nothing requested is overlooked and nothing required is left unanswered.

  • Requirements and compliance matrix
  • Formatting, page, and form requirements
  • Gaps that need information from your team
A strategic planning grid on a document beside a fountain pen

Proposal Strategy

A considered plan for how your proposal will present your organization.

Working with you, we define the central themes of the response, the strengths you want evaluators to remember, and the structure that will carry them through every section. Every claim is planned so that your team can stand behind it in a proposal defense, and we help your team prepare when evaluators ask questions or request an oral presentation.

  • Win themes drawn from your own capabilities
  • Section outline and content plan
  • Assignment of information needed from your team
A fountain pen writing on a proposal draft

Professional Proposal Writing

Clear, persuasive narrative prepared from the information you provide.

As your RFP proposal writer and RFP response writer, we write the technical, management, and organizational narrative of your response in a measured, professional voice, grounded in the facts and materials your organization supplies. Every proposal is written for that opportunity alone, without recycled boilerplate.

  • Technical and management narrative
  • Organizational background and qualifications
  • Responses to specific questions in the RFP

Writing and Presentation

The finish of a proposal matters.

Executive Summaries

The opening pages, prepared with particular care.

The executive summary is often the first section an evaluator reads. We prepare a concise, well-structured summary that states your understanding of the need and the essence of your response, and that shows evaluators where each scoring factor is answered.

See a sample page

Editing and Refinement

Careful editing of drafts prepared by your own team.

Where your organization has drafted content, we edit for clarity, consistency, tone, and responsiveness to the RFP, while preserving the substance your experts have contributed.

Document Design and Formatting

Proposal design that is composed, consistent, and compliant.

We format the proposal to the RFP's stated requirements for page limits, fonts, margins, and structure, and give it a consistent, professional presentation from cover to final attachment.

Proposal Quality Review

A separate expert review of the complete draft.

Once the draft is complete, it goes through its own review stage before anything is finalized. We check it against the RFP and the compliance matrix for responsiveness, consistency, and accurate cross-references, and we note the points your team should be ready to explain in a proposal defense.

A finished proposal placed in a sealed envelope with a gold check seal

Final Submission Preparation and Support

The final assembly of your response, prepared for submission.

We assemble complete proposal packages: the final files, required forms, and attachments, prepared in the requested formats and checked against a submission checklist with you. Your organization submits the proposal and keeps control of the decision to submit.

  • Final file assembly in required formats
  • Required forms and attachments checklist
  • Pre-submission review with your team

Before and After the Proposal

Support at the decision and after the award.

The proposal is one part of a longer cycle. These services help you choose the right opportunities and learn from each result.

Bid Decision Review

Capture planning and an honest read before you commit.

Before your team spends weeks on a response, we read the RFP and give you a plain assessment: the mandatory qualifications, the contract terms that may cause trouble, the scoring weights, and how well the opportunity fits what your organization does.

Debrief Review

Learning from the evaluation.

When an award is announced, many issuers offer a debriefing or release score sheets. We help you request the debrief, prepare the questions worth asking, and turn the evaluators' comments into specific changes for your next proposal.

Rebids

When the work is offered again.

Contracts end and are put out to bid again. Whether you are the current provider defending the work or a challenger, we review the earlier solicitation and any debrief, note what has changed, and prepare a response that reflects the new requirements.

A Sample Page

One page from a finished proposal.

This is the opening page of an executive summary from a sample proposal. The names of the organizations have been blurred.

It shows the habits we bring to every response: the buyer's goals stated first, each claim tied to evidence, and a guide that tells evaluators exactly where each scoring factor is answered.

We never publish client work. Samples are prepared to show our method and are shared without identifying details.

Sample executive summary page with organization names blurred, showing delivery themes, an evaluation response guide, and RFP goals mapped to proposal sections
Sample executive summary page. Organization names blurred. Select the image to view it at full size.

Tell us which stage you need.

Request a private consultation and describe the RFP and your deadline.

Request a Private Consultation