How to: Pre-RFP Client Engagement

Pre-RFP client engagement gives you the opportunity to gain insights about your client that will give you that competitive edge.

Done well, they help you understand the client’s priorities, build credibility, and position your organisation as a trusted delivery partner.

These meetings are not about selling. They are about listening, learning, and demonstrating that you understand the client’s challenges and outcomes.

Below are six practical steps to help you run effective pre-RFP engagement meetings and maximise your chances of success.

Prepare thoroughly

Sounds simple, but it is important to identify what you want to know when speaking with your client.

Before the meeting:

• Research the client’s organisation, sector, and strategic priorities

• Understand their current challenges and drivers

• Review any available background material, previous tenders, or published plans

• Identify key decision-makers and stakeholders likely to attend

Good preparation allows you to ask better questions, tailor the discussion, and demonstrate genuine understanding - not just surface-level knowledge.

Set clear meeting objectives

Pre-RFP meetings are most effective when they have a clear purpose.

Before attending, ask yourself:

• What do we want to learn from this meeting?

• What uncertainties need clarifying?

• What insights will help us respond more effectively when the RFP is released?

Clear objectives help you:

• Keep the conversation focused

• Demonstrate to the client that you have a genuine interest in meeting their specific needs

• Help you align your internal team on what “success” looks like

Encourage open communication and listen actively

These meetings should be a conversation, not a presentation.

Create space for the client to talk by:

• Asking open-ended questions

• Encouraging input from all attendees

• Allowing pauses rather than rushing to fill silence

Active listening is critical. Pay attention not just to what is said, but to what is emphasised, repeated, or left unsaid. Clarify points where needed and avoid jumping to solutions too early.

Trust is built when clients feel heard (not spoken to).

Demonstrate value and differentiation

Pre-RFP meetings are not about pitching your services, they are an opportunity to shape how the client sees you.

The most effective way to do this is through insight and relevance, not promotion.

Focus on:

• How you approach similar challenges, rather than what you sell

• What tends to work well (and what doesn’t) in comparable projects

• The decisions that typically influence delivery success, risk, or outcomes

When sharing experience:

• Use brief, relevant examples rather than full case studies

• Frame insights as lessons learned, not achievements

• Link observations back to the client’s priorities and desired outcomes

For example, instead of saying “we’re different because…”, describe:

• How similar clients have benefited from a particular approach

• Common pitfalls you’ve seen and how they are usually avoided

• Trade-offs clients often face and how they can be managed

This positions your organisation as thoughtful, experienced, and commercially aware - without needing to sell directly.

Follow up and maintain engagement

What happens after the meeting matters just as much as the meeting itself.

Afterwards:

• Send a prompt, personalised follow-up email

• Thank the client for their time

• Summarise key discussion points and agreed next steps

Ongoing engagement should include:

• Sharing relevant insights or industry updates

• Clarifying points raised during the meeting

• Remaining available for questions as the RFP develops

Consistent, professional follow-up reinforces your credibility and positions you as a reliable partner throughout the procurement process.

Final thoughts: why pre-RFP meetings matter

Well-run pre-RFP client engagement meetings:

• Strengthen relationships

• Improve your understanding of evaluation priorities

• Lead to clearer, more targeted tender responses

By preparing thoroughly, listening carefully, tailoring your approach, and maintaining engagement, you set the foundation for a stronger, more competitive proposal when the RFP is released.

Still not sure what to do? Get in touch and we can support you!

See how we could help you pre-engage with you clients to help win your next government contract.

It starts by contacting us for a free consultation. Reach our team on enquiries@kiwibidsupport.co.nz or use our online enquiry form.