If you want to enhance your proposals and comprehend the expectations of decision-makers who assessed them, reaching out to them and requesting feedback can be a productive step.
To do it effectively, here is a guide:
Wait for the Right Time: It is advisable to wait for decision-makers to review your proposal and make their decisions before reaching out to them. Reaching out too soon may give the impression of impatience. It is best to allow a reasonable amount of time, depending on the nature and urgency of the proposal.
Find the Right Contact: To determine who assessed your proposal, you need to identify the relevant decision-maker. This could be an individual or a group of people. If you’re not sure, it’s best to seek advice from the administrative or support staff on how to proceed.
Choose the Right Communication Channel: Consider whether email, a phone call, or an in-person meeting would be the best way to initiate contact. In a professional setting, email is often the preferred method for initial communication.
Craft a Polite and Professional Email:
- Subject Line: Make it clear and relevant, like “Request for Feedback on [Your Proposal Title].”
- Greeting: Use a respectful salutation like “Dear [Decision-Maker’s Name],” or a more general “Dear [Organization Name] Evaluation Team.”
- Introduction: Briefly reintroduce yourself and mention your proposal to jog their memory. Also, express gratitude for their time spent evaluating your proposal.
- Request for Feedback: Politely ask for feedback on your proposal, explaining that you are seeking to improve and value their insights.
- Specify the Format: Ask if they would prefer to provide feedback via email, schedule a call, or have an in-person meeting.
- Flexibility: Show flexibility in terms of their availability and preferred method of communication.
- Closing: Thank them again for their time and consideration, and express your anticipation of their response.
- Signature: Use a professional closing, like “Sincerely” or “Best regards,” followed by your name, title, and contact information.
- Follow Up: If you don’t receive a response within a reasonable timeframe, consider sending a polite follow-up email. Sometimes, emails can get lost or overlooked
Prepare for Different Responses:
- Positive Response: If they agree to provide feedback, be appreciative and responsive to their suggestions. If appropriate, you might offer to discuss the feedback further or implement suggested changes.
- Limited Response: Some decision-makers might have constraints preventing them from providing detailed feedback. In this case, express your understanding and ask if there’s any way you can improve your proposal for future submissions.
- No Response: If you don’t receive a response, don’t take it personally. Decision-makers are often busy, and they might not have the time to provide feedback. Consider seeking feedback from colleagues or mentors instead.
It is important to maintain a professional, respectful, and appreciative approach throughout the entire process. Constructive feedback is a valuable tool for personal growth and improvement of proposals, so it is crucial to maintain a positive and receptive attitude.
