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Many firms use a Client Relationship Management (CRM) database. For a small firm, having a CRM may be costly. Marketing must continue though. To assist in your marketing efforts, SDA has compiled sample letters and forms to track the marketing/business development activities of the firm, and ensure client satisfaction

The forms and letters require a basic knowledge of the process to propose, track and win a project. 

All of the published sample documents are intended as supportive tools. For the best and most effective use of each document, it is recommended that new forms and policies be reviewed by your legal counsel for compliance with federal and state laws and regulations and modified to suit your organization’s culture, industry, and practices.

Index of Forms

Name of Form


Business Development Matrix

This is a report that can be used to keep track of business development activities if you don’t have a CRM database.

Client Survey Email Narrative

Email template to use when sending out a client survey.

Client Survey

Use this sample survey to start a client satisfaction survey to send out to clients. This can be done at the end of each project, each year, each quarter, etc.

Cover Letter for Statement of Qualifications

Use this letter to attach to the front of the Statement of Qualification or Request for Qualifications before sending to Client.

Go No-Go Form

Every opportunity should be evaluated if the firm should pursue it or if it works for the company. This form has criteria to evaluate the opportunity.

Marketing Funnel

Use this report to record the business development activities that have been created within a certain timeframe, i.e. weekly or bi-weekly.

Project Data Sheet

At the beginning of a project, information needs to be collected for project managers and accounting. This is a sample form that can be used.

Project Page Template

Many clients require that project experience is sent during the RFQ, RFP, SOQ process. This is a sample of a project sheet that includes photo images and basic information.

Project Teaming Contacts

Use this form to collect the contact information of each member and then distribute to the team.

Proposal Cover Letter Template

Each formal proposal should have a cover letter attached to it. This sample letter contains information that should be included. Format the letter to your company letterhead templates.

RFQ-SOQ Checklist

Use this checklist as you are reading the requirement for the RFQ/SOQ/RFP to help organize and then attach it to your record copy to remember how it was handled.

The Interview Checklist

Use this checklist as you are preparing for an interview. It will help to remind you of how to focus your presentation and how to prepare the team for the presentation.


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