What experienced proposal writers notice first and how AI is now smart enough to save you!
When to Walk Away from an RFP
When it comes to responding to RFPs (Request for Proposals), success isn’t just about crafting the perfect response — it’s about knowing when to walk away.
Seasoned proposal writers know this well. Before writing a single sentence, they scan RFPs for critical red flags — those subtle indicators that an opportunity might not be worth the time, effort, or risk.
If your team pursues every RFP that crosses their desk, this article will transform how you approach the process.
Why Red Flags Matter
RFPs may look like open invitations, but they’re not all created equal. Some are clear, well-scoped, and a natural fit. Others are vague, rushed, politically pre-wired, or fundamentally misaligned with your organization’s strengths.
Pursuing a “bad-fit” RFP doesn’t just waste time — it leads to burnout, drains resources, and silently erodes team morale.
Veteran proposal writers use red flags to shield their teams and clients from these costs. Let’s explore what they look for — and how you can spot them too.
Red Flag #1: Buyer Issues and Authority
Sometimes the most significant red flag isn’t in the RFP itself—it’s with the buyer. Watch for:
- Lack of decision-making authority in the RFP point of contact
- Signs that the RFP is being run as a formality
- Unrealistic timelines suggesting lack of serious intent
Experienced proposal writers know: an RFP from the wrong buyer—or one without real authority—is a guaranteed dead end.
What to do:
Research the buying team’s authority and track record. If you spot signs of a “checkbox exercise” or misaligned authority, save your resources for better opportunities.
Red Flag #2: Lack of Context or Clarity
If the RFP doesn’t clearly articulate:
- Why the project is being commissioned,
- What problem the client is trying to solve, or
- How success will be measured…
…you’re stepping into a guessing game. Without context, you risk tailoring your proposal to the wrong objectives — and losing to someone who guessed better.
What to do:
Ask yourself: Is the problem statement grounded in real business needs, or does it feel like filler? If you’re uncertain what’s driving the decision, proceed with caution.
Red Flag #3: Misaligned Solutions
Sometimes an RFP outlines a problem — but dictates a specific solution. If that solution clashes with your approach, tools, or values, that’s a major warning sign.
Experienced proposal writers don’t force their organizations to fit someone else’s mold. They seek opportunities where there’s natural alignment, not compromise.
What to do:
Ask: Can we implement their desired solution with integrity, or would we be changing who we are to win? The best RFPs fit without requiring you to bend your identity.
Red Flag #4: Hidden Implementation Requirements
Some RFPs hide substantial requirements for implementation, documentation, or ongoing maintenance in their fine print — all without adequate budget or realistic timelines.
When RFPs hint at extensive post-project obligations but offer no real support, carefully consider whether your team can shoulder that burden.
What to do:
Have technical leads review the RFP alongside the proposal team. Don’t underestimate post-award implementation costs — in both time and resources.
Red Flag #5: Overly Broad Deliverables
When an RFP asks you to “transform operations,” “revolutionize processes,” or “drive innovation” — without defining success — that’s a red flag.
Experienced proposal writers know that vagueness equals liability. If deliverables are too broad to scope or cost, that’s not flexibility — it’s a trap.
What to do:
Look for specific outputs, timelines, and evaluation methods. Clear expectations improve your chances of delivering real value and securing future business.
🔍 Red Flag #6: Misaligned Budget Expectations
You’ve seen it before: a $1.5M scope of work… with a $60K budget.
This is where veteran proposal writers pause. Unrealistic budgets aren’t merely frustrating — they signal that the client may not understand the work or value your expertise.
What to do:
Compare the deliverables to your internal cost structures. Ask: Can we truly deliver this? And if we did, would it be sustainable?
If the numbers don’t add up, the project likely won’t either.
How Narwin.ai Helps Spot Red Flags Faster
Narwin’s AI based RFP Analyzer and Go/No-Go Analysis goes very deep and replicates what experienced proposal writers do instinctively — but faster and with built-in support.
Here’s how it helps:
- Buyer Intelligence: Analyzes buyer profiles using data from Crunchbase, LinkedIn, and ZoomInfo to assess decision-making authority, RFP seriousness, and past procurement patterns
- Context Check: Identifies vague or weak problem framing. Seriousness check.
- Solution Match: Evaluates alignment between your capabilities and the client’s needs one by even on a 1000 page RFP.
- Capacity Scan: Flags RFPs that overreach your team’s time, staff, or budget
- Scoring System: Gives you a clear, data-informed signal on whether to pursue or pass
You don’t need a senior strategist on every call. Narwin provides the same insight—instantly, and all Narwin needs from you is your website and a few past proposals to make all the magic happen.
The Takeaway: Walk Before You Write
Before your team starts outlining a proposal, ask:
- Is the buyer real?
- Is this opportunity rooted in real business need?
- Are the timelines feasible?
- Are we the right team to deliver this solution?
- Will our proposal reflect alignment or compromise?
If the answers aren’t clear — pause.
Because the most experienced proposal writers know: a quick “no” saves far more than a late “we shouldn’t have.”
Ready to spot red flags before they become regrets? Try Narwin’s vet your next RFP with confidence. 👉 Explore Narwin