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Ask The Coach

By Mike O'Horo
May 01, 2003

Q: We occasionally receive RFPs for work that we really don't want. How can we gracefully phrase the “thanks but no thanks” letter?

A: I wouldn't send a letter. Instead, I encourage you to use this as an opportunity to see how you're positioned with this prospect. First, be very clear and specific internally about why you're not interested. Reasons might include:

  • Your firm prefers not to do this kind of work, or is emphasizing other types of work now.
  • You're skeptical about legitimacy of competition, eg, you perceive little chance to win the work due to a longstanding incumbent.
  • The pricing is undesirable.
  • Your firm rejects all RFPs as expensive, unwieldy, undesirable processes.

Recognize that, on some level, the sender believed that your firm would welcome the RFP, so there is a gap between your respective perceptions. Call and acknowledge receipt of the RFP and, after thanking the originator for thinking of your firm, ask, “What made you decide to include us in this RFP?” Most responses will suggest that the sender perceives that you have the necessary skills. (“If they can do this work, they will want to.”)

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