Successfully responding to requests for proposals (RFPs) or information (RFIs) requires a structured, coordinated approach that balances speed, accuracy and strategic decision-making. This checklist provides a step-by-step guide to help law firms manage the intake, evaluation, development, submission and post-submission follow-up of RFPs. By following these best practices, firms can ensure thorough compliance, maximize win potential, maintain profitability and capture insights to refine future responses. Clear accountability, defined roles and cross-functional collaboration are essential to execute each step efficiently and consistently. Remember, perhaps is not the question of “can we do this,” but instead “does it make business sense to do this.”

1. Initial Intake & Evaluation 

•  Capture RFP/RFI in centralized intake system or tracker.

•  Note deadline(s) and submission method (portal, email, etc.).

•  Assign a lead attorney and response coordinator.

•  Identify any required forms, templates or formats.

•  Determine if additional information is needed from issuer.

2. Go/No-Go Decision 

✔️ Go Reasons 

•  We have an existing client relationship.

•  We’ve won previous RFPs with this issuer and received meaningful work.

•  RFP originated from a client referral source.

•  The opportunity aligns with strategic practice or industry focus.

•  We have bandwidth and interest from qualified attorneys.

•  Competitive intelligence suggests a strong chance of success.

✖️ No-Go Reasons 

•  Conflict check reveals a direct or material adverse.

•  Firm does not meet required qualifications (e.g., licensing, office location).

•  Insufficient bench strength in the requested practice area(s).

•  Key attorneys are nonresponsive or unavailable.

•  No prior relationship with issuer and no strategy for relationship-building.

•  Profitability concerns, including: 
  • No work received from prior wins.
  •  Billing expectations do not support firm economics.
  •  Internal drivers are relationship-building only, not revenue.

3. Conflict Check & Compliance 

•  Run formal conflict check through intake or conflicts department.

•  Review for business, legal and reputational conflicts.

•  Confirm any required registrations, certifications or licenses.

•  Determine if RFP requires affirmative compliance (e.g., DEI, insurance, cybersecurity, etc.).

4. Response Development 

•  Assemble response team (attorneys, marketing, pricing, IT, etc.).

•  Confirm bios, experience and representative matters are updated.

•  Tailor firm content to match RFP requirements.

•  Draft value proposition and differentiators. 

•  Include relevant case studies or success metrics.

•  Align proposed team with client needs.

5. Pricing & Profitability Review 

•  Coordinate with pricing team or finance to model fee structure.

•  Confirm discounting expectations and fee caps.

•  Evaluate opportunity in terms of profit margin, client growth and strategic fit.

6. Internal Approvals & Submission 

•  Obtain final signoff from partner(s) and department leadership.

•  Conduct final quality check (formatting, accuracy, consistency).

•  Submit on time via correct platform or method.

•  Log response in RFP tracker.

7. Post-Submission Follow-Up 

•  Confirm receipt with issuer.

•  Monitor for follow-up questions or interview requests.

•  Debrief team on outcome once known.

•  Track wins/losses and reasons in CRM or tracker. 

•  Update future Go/No-Go criteria with insights.