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The Job Hunt

RFP 101:

Interested in Contract Work?

Here's Where to Start
 

Author: Khurram Imam
as published by Public Health Hiring Help

NOTE:  This article was originally published on Substack by Public Health Hiring Help on September 14, 2026 and is reprinted here with their permission.

Imagine two public health professionals apply for the same contract role, just as they would a job, with similar experience, work quality, and qualifications. How does a client choose between them? While passion drives the professional, it is often the story a proposal tells that is the deciding factor.

Here’s how to build one that holds up.

Understand the Request For Proposal (RFP) First

RFPs are lengthy, but worth examining. Do you meet the actual qualifications? Will the evaluation criteria favor you or is it a stretch? Before writing a word, carefully read the RFP guidelines—take note on exactly what the client is requesting.

RFPs usually outline the following:

  • Evaluation Criteria — outlines how the sections will be scored and whether it will be based on a points or percentage system.
     

  • Required Forms and Attachments — documents required by the client as part of the proposal. NOTE: review these as far in advance as possible—some may take time to organize!

Fit, Not Flattery, is the Key

Reviewers look for the consultant or contractor who can address their specific problem. Focus your opening section on addressing this key question: “Why am I the most suitable person for this RFP’s work?”

The opening is the place for honesty. Address any gaps, such as an unfamiliar field, population, or skill, by both naming it and discussing how you are actually and actively closing the gap, such as bringing in a qualified collaborator or by taking trainings.

Be Precise with the Budget

The types of items you can consider as line items in the budget include your rate or day fee, subscriptions to a tool specific to the project, equipment or materials, travel costs, and any services you may need to subcontract, such as a translator for an interview.

Many RFPs have a budget template you must follow. In that case, the work is simply to fill in the appropriate numbers.

For those that do not, identify the narrative structure of your proposal—such as deliverables, tasks, phases, or time frames—and break down the project costs in that outline.

For example, if you organized your project through deliverables, use each section to identify all connected costs.

RFP Example

I recently responded to an RFP from a national disability rights organization looking to evaluate a core program’s data collection tools. I built my proposal around four moving parts, in this order:

  • A research design to answer the evaluation question: The RFP wanted to understand the tools and processes used to gather responses. I shared a concurrent mixed-methods design: a document with a tool inventory, stakeholder interviews and focus groups, then structured analysis against the field’s own alignment standards. Every method mapped directly back to the RFP’s objectives.
     

  • Dates connected to workplan phases: Four phases, each with a named deliverable and a milestone check-in, so the client understood what each week would look like even prior to the contract beginning.
     

  • A detailed budget that connected to my narrative: Every phase in the work plan had its own budget line that explained the expected hours, rate, and total cost. The client could use this to connect every dollar back to a specific tool or deliverable per phase. My final budget came in under the client's stated maximum. I explained the difference in a short note and recommended that all do this explain their budget reasoning.
     

  • A necessary disclosure of any relevant information? I had an international trip planned that overlapped with a small part of the project period. Instead of excluding it and having it be an issue in the latter discussions, I addressed my availability and proposed how I would manage the work around it.

Finally, once you have gotten it all on paper, review it! The draft you submit should be your best effort for that time.

Network continuously. The best opportunities come from a place where you have an established relationship. Knowing the client may give you a leg-up in the review process. And, remember, practice makes perfect! Over time, you will improve as you become more comfortable writing proposals.  ■

Khurram Imam is the Director of Zaki Impact Consulting, where he helps governments, nonprofits, and foundations design strategies and programs that are equitable, measurable, and built to last. His work sits at the intersection of public health, community systems, and workforce development. Connect with him on LinkedIn or explore his services at khurramimam.com/services.
 

 

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