4 Proven Tips to Make Every Agency Small Business Office Email Stand Out

Every entrepreneur new to Government Contracting has heard the horror stories of trying to reach the small business office as an avenue to get into a government agency. You send an email but never receive a response. Leave a voice mail, but, of course, you never get a callback. I often get questions about the best practice or means of reaching out to Small Business Specialists, Contracting Officers, and Program Managers in agencies and obtaining the information you need to do business with that agency.

In the federal marketplace, especially during this virtual COVID-19 environment, personalities and relationships drive how people do business. Every small business office or OSDBU (Office of Small and Disadvantaged Business Utilization) wants small businesses to reach out to them. We understand that not all small businesses are created equal. But what you must understand is, your approach encourages the type of response (or lack of) you receive from decision-makers within government agencies.

As a former federal Contracting Officer, I encourage you to send those emails, but what you don’t want to do is go in “cold.” By cold, I mean not having done your homework. I know what it feels like to get generic emails that have been copied and pasted and sent to 20 other Contracting Officers before it arrived in my inbox.

Listen, no Small Business Specialist, Contracting Officer, or Program Manager wants to receive an email with a generic capability statement unrelated to any current or upcoming requirement…or worst, related to products and services the agency doesn’t even buy. They want to know that you have done your research and understand what the agency needs.

If you want to get traction, your email should demonstrate your company’s “related” capabilities and how you can fulfill the agency’s need for a “specific” requirement. So, here are four tips to make your email stand out to agency decision-makers.

· Tip #1: Include information on an upcoming agency requirement or problem your company can offer a solution for. This makes it easier to help you or point you in the right direction.

· Tip #2: Include any unique capabilities that set you apart from current competitors in the agency. This is especially helpful if current contractors aren’t doing a good job!

· Tip #3: Include an area where you can make a difference and increase value. This makes it clear on my the agency should do business with you.

· Tip #4: Include examples that highlight how you have already accomplished this for companies or agencies. This demonstrates your experience and increases confidence in your company’s ability to perform.

Remember, when you take the time to align your capabilities to the agency’s needs, you capture the reader’s attention, and more importantly, you set the stage for a follow-up conversation!

New to government contracting? Connect with me online in the GovCon GrowthLab Facebook Community or visit our website for more information on how you can grow and scale your small business with government contracts.