Welcome to the final post of this RFI Best Practices Series! Since the last post in this series we have put on a couple of RFI Workshops to tackle these concepts in person. If we saw you at one, great! If not, this series will give you a good idea of what was covered in the workshop. So far in the series line up we have covered the following:
- Being prepared and efficient in using data
- The most effective information to include in your cover letter and how much community information to include in your response
- How to package utility information
- Why scanning documents is almost always a bad idea
Now I am going to tell you what steps to take after you have all of your information gathered and placed nicely in a Word document.
- First, you will want to make sure your cover letter starts the first page. You do not need a decorative cover page or table of contents as it will be deleted since we provide our own divider pages. However, do remember to use branding throughout your document to show consistency and to stand out from the crowd.
- Next, you will need to make sure all of your information is clearly labeled, easy to read, and easy to find. This includes sections such as: Available Properties, Utilities, Local Incentives, and Transportation. Remember that you do not need to include labor force information as we provide that for each community through the SD Department of Labor’s Labor Market Information Center.
- Now that you have everything laid out the way you want it, you should run a grammar and spelling check as well as reading through to make sure all of your sentences are complete. We do not proof your work so any typos will be submitted to the prospect and could give a poor first impression of your community.
- Another element to leave out of your submission is page numbers. We will remove any page numbers in your document and replace them with our own numbers after all community submissions have been combined in a packet for the prospect.
- Before submitting your response do one final check to make sure that all of YOUR contact information is included: Name, Address, Phone, Email, Website. Also make sure your file size is 1MB or less.
So you have your beautiful Word document packaged, proofed, and ready to submit, now what? You can either submit it to me in Word format and I will save it as a PDF on my computer or you can do a “Save As” and choose PDF on your computer and email me that PDF. Please DO NOT print out your Word document and then walk over to the scanner and scan it in! It will have poor quality, the file size will be too large, and we will most likely ask you to resubmit your response in a different format.
For more information concerning RFIs, you can click on the RFIs tab at the top of this page or click on Downloads to get all of the materials presented at the 2015 RFI workshops. As always feel free to contact us with any questions or concerns you run into when putting together an RFI response. We are also happy to set up a one-on-one training session if you were unable to attend a workshop and would like some additional help. Please use the form below to submit any comments or questions you would like to discuss.