How to Write a Winning Government Proposal: 10 Expert Tips

Introduction

Writing winning government proposals is both an art and a science. The best proposals combine technical excellence with compelling storytelling, all while maintaining strict compliance with solicitation requirements.

Here are 10 expert tips to help you write proposals that win.

Tip 1: Read the RFP Three Times

Before writing a single word:

1. First read: Understand the overall requirement
2. Second read: Note all compliance requirements and evaluation criteria
3. Third read: Identify the "hot buttons" and what the agency really wants

Tip 2: Create a Compliance Matrix

A compliance matrix maps every requirement to your proposal response:

This ensures you don't miss any requirements.

Tip 3: Focus on Benefits, Not Features

Instead of:

"Our software uses advanced algorithms..."

Write:

"Our solution reduces processing time by 40%, saving your agency an estimated $2M annually..."

Government evaluators want to know how you'll solve their problems.

Tip 4: Use the Evaluation Criteria as Your Outline

If the RFP lists evaluation criteria:

1. Technical Approach (40%)
2. Past Performance (30%)
3. Price (30%)

Structure your proposal to directly address each criterion, in order of importance.

Tip 5: Quantify Everything

Weak: "We have extensive experience..."

Strong: "Over the past 5 years, we have completed 47 similar contracts totaling $23M, with a 100% on-time delivery rate."

Numbers are memorable and credible.

Tip 6: Address Weaknesses Proactively

If you lack direct experience, address it:

"While this would be our first contract of this type, our team brings 15 years of combined experience in adjacent areas, and we have partnered with [Company] who has direct experience."

Tip 7: Make It Easy to Evaluate

• Use clear headings that match RFP sections
• Include a table of contents
• Use bullet points and tables for dense information
• Call out key points with bold text

Evaluators read dozens of proposals. Make yours easy to score.

Tip 8: Tell a Story with Past Performance

Don't just list contracts. For each relevant project, describe:

• Challenge: What problem did the client face?
• Solution: What did you do?
• Results: What measurable outcomes did you achieve?

Tip 9: Get the Price Right

Pricing strategy matters:

• Too low: You won't be able to perform, or evaluators won't believe you
• Too high: You lose on price
• Just right: Competitive but realistic, with clear justification

If price is heavily weighted, find ways to offer value at lower cost.

Tip 10: Use AI to Improve Your Proposal

Modern AI tools like GovCon Data's Proposal Generator can:

• Draft initial sections using your company documents
• Check compliance with requirements
• Suggest improvements based on winning proposals
• Save hours of writing time

Bonus: Common Mistakes to Avoid

1. Missing the deadline: Submit at least 24 hours early
2. Ignoring page limits: Exceeding limits can disqualify you
3. Generic language: Tailor every proposal to the specific opportunity
4. Poor formatting: Sloppy proposals suggest sloppy work
5. Typos and errors: Proofread multiple times

Conclusion

Winning government proposals require preparation, attention to detail, and compelling writing. Follow these tips, learn from every bid (win or lose), and continuously improve your process.

Need help writing your next proposal? Try GovCon Data's AI Proposal Generator to draft compelling responses in minutes.