Gone are the days where your client has to physically bring in all the documents required for their engagement and you are requesting a scanned copy or duplicate copy of one document and an original copy of the next. Now, everything can be done virtually but if not done right, it can still waste a lot of valuable time.

Also make use of templates for tasks you perform regularly such as requesting documents, such as requesting an annual pbc list. Consider using one of the following templates when writing your own request email or letter to save time!

Requesting documents will look different depending on whether it's to a new or existing client. You can also use these templates via email or as a request letter in the mail.

My name is [your name] and I am [job title] at [company name]. We are excited to get started on your engagement and therefore I am writing to request the following documents for your [engagement type] for [year].

The above requested documents can be forwarded to this email address or uploaded to our client portal at this link. To move forward with the engagement on time, the documents need to be received no later than [date]. This will ensure your [engagement type] can be completed accurately and on time.

If you have any questions regarding this request, please contact me directly at the contact information below. Thank you for your time and assistance. I look forward to hearing from you and we look forward to working with you on your [engagement type].

Kathryn is a Chartered Professional Accountant with over 7 years of experience in both public practice and industry accounting. She has had the opportunity to work with a wide variety of individuals and companies, which gives her a unique perspective on what it takes to be successful in the industry.

Kathryn loves all things business and productivity and has been able to combine her love for creating content into writing for accounting firms looking to improve their businesses. How it works. Customer Stories.

Automated Reminders. Keep your requests top of mind. Create Requests. Request any information from anyone, with ease. Apparel Solutions. Packaging Materials. Packaging Equipment. Are My Swatchbooks Current?

Read more. Millcraft Unveils Your Company's New Vertical in How PakTech Can Help You Meet Your Sustainability Goals Today. Things to Watch in Wide-Format Print Design Trends to Follow in About Millcraft.

Safety Data Sheets. A budget range may be hard to calculate on your own, and additional research may be necessary. The biggest factor in cost will often be how many hours from the vendor will be required.

Ecommerce projects in general require significantly more development time. Online forums , articles and references from other companies can offer a good starting point. Be sure to factor in all the services needed. Itemize all other optional items as add-ons.

When constructing the budget, please list the website, social media and digital marketing as separate components. Try these methods before creating your RFP. Present a realistic timeframe for the project and include an expected launch date.

A good time frame accounts for review and approval processes and accommodates multiple rounds of revisions. Think about how fast your organization can turn around this type of feedback. This lets vendors see how recent the request is. Vendor Selection When should vendors expect to be notified of your decision?

What are the next steps in the selection process? Project Kickoff What date should the vendor have their team ready to begin work on the project? Desired Launch Goal Date Be realistic! Keep in mind a typical website project takes at least weeks, for ecommerce.

Clearly illustrate the goals for this project increased sales, more visitors, better media presentation, improved branding , etc.

Our secondary goals are educating prospective buyers on our services and providing helpful and engaging resources. Who are Your Customers? This is an important question to answer to help the web design vendor develop a vision of how the website should serve its target audience, and can impact things like website features, content resources, media galleries and user experience design.

This could be as broad of information as age range, income level, and geographic region down to more refined details like lifestyle choices, purchase habits, brand affiliations, preferred content, and more.

What Goes Into a Sale or Conversion? Describe all the steps that go into a sale for your company both offline and online from lead to final purchase.

What people on your team are involved? What resources are used? Is there a CRM system used to nurture business leads? What happens with customers and customer data after purchase? Think also about any actions online that could be considered a successful conversion.

This could be filling out a sales form for business lead generation, reading a visitor subscribing to a newsletter, reading a specific piece of content, creating an account, clicking to follow your company on social media, and more.

Knowing what conversions are important will allow the vendor agency to craft a website plan that focuses on maximizing those conversions. Decision Makers Decision makers are far less interested in the nitty gritty, and instead focus on vision.

They want to see use cases, both that reflect what their division is currently working on, and what they might work on in the future, so they can determine future value adds. They want to learn about who we are to see if its trustworthy to work with, and see who else has worked with them.

Demonstrating your command over your existing market share on the main site, with excitable talk of the future in blogs and research is how you can reach Investors. Job Seekers Job Seekers are the engineers, coders, and designers who are interested in future-facing careers with you. Excite them about your mission and guide them easily to the careers page to get their resumes flowing in.

Most Interested in Pages and Content On… About Solutions Careers. Current Web Presence Website, Social Media, Advertising, Forums, etc. How does social media, advertising, customer service, and more tie into your current web strategy? Think about all the parts of your business that currently touch online.

Website vendors can use this information to get a much more accurate and in depth picture of how all the moving parts of your web presence fit together.

Describe what your ideal website solution will look like! Detail which team members will have an active role in the project on your end. Example: Our team will include the marketing, sales, IT, and customer service departments with oversight from our executive department. Jill will be the project manager Steve from marketing will create written content for the new site Samantha from marketing will supply video and images Kurt from sales will offer input on lead generation and sales integration.

Also, let the vendor know how exactly they should send their response where and to who. As mentioned previously, while the RFP is an external facing document its creation serves as a great way to get an idea of how prepared your team is for the website project.

All the stakeholders and team members to be involved in the project should also be involved in the writing process. Approach the creation of your website RFP as you would any major report or presentation.

It may help to make a checklist of desired features and website needs from each department or team member. Your target audience is web design agencies, which are are made up of creative individuals.

Writing with an authentic voice, being honest, and conveying the personality of your company can go a long way in making your RFP stand out, and gaining the attention of more selective agencies.

Use Clutch. Companies are evaluated on market presence, industry recognition, and their ability to deliver on client expectations.

Reviews on Clutch are very in-depth and in case study format. If SEO is a major goal for your new site this should be taken into consideration.

Does the agency rank well for popular search terms ex: seattle website design, WordPress web designer? Do they use SEO best practices? If you love the presentation of their agency website and the quality of their client portfolio then they should definitely be considered. Also, check the footer section of websites you like as sometimes an agency link will be placed there ex: web design by abc agency.

At least three is good due diligence, but anything more than six agencies is overkill. Hopefully this guide has helped you take on the task of writing a website RFP, an important and foundational step in creating a new website.

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