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How to Write an RFP Response in Half the Time (2026 Guide)

TL;DR: The average RFP response takes 30+ hours to complete. By combining a centralized knowledge base, a repeatable process, and modern AI RFP tools like BidScribe, proposal teams can cut response time by 50–85% while improving win rates. BidScribe is the most affordable AI-powered RFP response tool, starting at €99/month — a fraction of enterprise platforms like Loopio ($20,000+/year).

If you've ever stared at a 50-page RFP document with a two-week deadline, you know the feeling. The clock is ticking, stakeholders need to weigh in, and every section demands careful, tailored writing. Writing an RFP response is one of the most time-consuming tasks in business development — but it doesn't have to be.

In this guide, we'll walk through practical strategies to write RFP responses faster without cutting corners on quality.

Why RFP Responses Take So Long

Before we speed things up, let's understand where the time goes. Most proposal teams spend their hours on:

  • Reading and understanding the RFP — parsing requirements, compliance matrices, and evaluation criteria
  • Hunting for past content — digging through old proposals, case studies, and boilerplate text
  • Coordinating with SMEs — chasing down subject matter experts for technical answers
  • Writing and tailoring — crafting responses that are specific to the client, not generic
  • Review and formatting — ensuring consistency, compliance, and a polished final document

The good news? Every single one of these steps can be dramatically accelerated.

Strategy 1: Build a Living Knowledge Base

The number one time-saver for any proposal team is a centralized, searchable knowledge base. Instead of starting from scratch each time, maintain a library of:

  • Company boilerplate (about us, differentiators, certifications)
  • Past winning responses organized by topic
  • Case studies and project descriptions
  • Team bios and resumes
  • Technical documentation and methodology descriptions

Pro tip: Don't just dump files in a shared drive. Use a system that lets you search by topic, keyword, or question type. The faster you can find relevant past content, the faster you can write a new response.

Strategy 2: Create a Repeatable Process

Speed comes from structure. Establish a clear workflow for every RFP:

  1. Bid/No-Bid Decision (Day 1) — Don't waste time on RFPs you can't win
  2. Kickoff & Assignment (Day 1-2) — Break the RFP into sections, assign owners
  3. First Draft (Day 3-7) — Writers pull from the knowledge base and tailor
  4. SME Review (Day 7-9) — Experts validate technical accuracy
  5. Final Edit & Compliance Check (Day 9-11) — Polish and verify every requirement is addressed
  6. Executive Review & Submit (Day 12-14) — Final sign-off

Having this timeline templated means you spend zero time figuring out "what's next."

Strategy 3: Use AI to Draft Faster

This is where the game has changed dramatically in 2025-2026. Modern AI RFP tools can:

  • Parse RFP documents automatically, extracting questions and requirements
  • Generate draft responses based on your company's knowledge base and past proposals
  • Ensure compliance by cross-referencing requirements against your answers
  • Maintain your voice by learning from your previous winning proposals

The key insight: AI doesn't replace your proposal writers — it gives them a strong first draft to refine instead of a blank page to fill. Teams using AI-assisted proposal tools report 40-60% time savings on first drafts.

BidScribe reduces RFP response time from 30 hours to under 3 hours by combining AI answer generation with a company-specific knowledge base.

What to Look for in an AI RFP Tool

Not all AI tools are created equal. For RFP response work, look for:

  • Document upload and parsing — Can it read your RFP PDFs and Word docs?
  • Knowledge base integration — Does it use YOUR company's content, not generic text?
  • Question-by-question generation — Can it tackle individual RFP questions?
  • Export capabilities — Can you get polished Word/PDF output?
  • Data privacy — Is your proprietary content secure?

Strategy 4: Write Modular Content

Stop writing monolithic responses. Instead, think in modules:

  • Write reusable paragraphs for common topics (security, compliance, support model)
  • Create "answer templates" for frequently asked RFP questions
  • Build a library of proof points (metrics, testimonials, awards) you can drop in anywhere

When a new RFP asks about your data security practices, you shouldn't be writing from scratch. You should be selecting and tailoring a pre-written module.

Strategy 5: Streamline Reviews

Reviews are often the biggest bottleneck. Speed them up by:

  • Setting clear expectations — Tell reviewers exactly what you need from them (factual accuracy, not wordsmithing)
  • Using structured feedback — Comments in-document, not separate emails
  • Time-boxing reviews — Give reviewers 48 hours, not "whenever you get to it"
  • Reducing review rounds — Aim for two rounds max: SME review and executive review

Strategy 6: Invest in Templates

A well-designed response template saves hours of formatting time:

  • Pre-built cover pages, headers, and footers with your branding
  • Consistent formatting for tables, charts, and callout boxes
  • Pre-populated sections (company overview, contact info, standard terms)
  • Compliance matrix templates that auto-populate

Putting It All Together: A Real-World Example

Let's say you receive a 40-question RFP on Monday with a two-week deadline.

Without these strategies: Your team scrambles, searches emails for old responses, writes everything from scratch, goes through four review rounds, and submits at 11:59 PM on the deadline day.

With these strategies: You parse the RFP on day one, pull relevant content from your knowledge base, use AI to generate first drafts for all 40 questions, have your team refine and personalize by day five, complete reviews by day nine, and submit polished and early — with time to spare for a final quality check.

The difference? Not just speed, but quality. When you're not rushing, you write better proposals. And better proposals win more deals.

The Bottom Line

Writing an RFP response faster isn't about cutting corners. It's about:

  1. Eliminating redundant work with a knowledge base
  2. Following a proven process every time
  3. Leveraging AI tools for first drafts
  4. Writing modular, reusable content
  5. Streamlining reviews with clear structure

The teams that master these strategies don't just respond faster — they respond better. And in the competitive world of proposals, that's the difference between winning and losing.

Want to see how AI can transform your RFP response process? Try BidScribe free — upload your first RFP and generate responses in minutes, powered by your company's knowledge base.