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Broker Sending Rfps

Sending RFPs

After configuring plan requirements for a Group within a Proposal, the next step is sending RFPs (Requests for Proposal) to carrier representatives. This guide covers managing carrier contacts, sending RFPs, and tracking responses.

1. Understanding the RFP Process

The Workflow

  1. Configure Coverage — Define plan design and requirements for a coverage type (e.g., Dental)
  2. Select Carrier Reps — Choose who should receive the RFP
  3. Send RFPs — MonarkHQ emails secure magic links to reps
  4. Await Responses — Reps log in and submit Offers
  5. Review Offers — Compare carrier responses
  6. Add to Proposal — Select winning Offers as Proposal Items to present to the Employer

What Carrier Reps Receive

When you send an RFP, carrier representatives receive:

  • An email with a secure magic link
  • Employer context (anonymized when needed)
  • Group size and demographics (from the Census)
  • Effective date (for the Group / plan year)
  • Your configured plan design requirements
  • Any attachments you uploaded

Important:

RFPs are sent for a specific Proposal (and therefore a specific Group / plan year). If the Employer has multiple Groups, the rep will only see the Group tied to that Proposal.

2. Manage Carrier Contacts

Before sending RFPs, confirm your carrier reps are in MonarkHQ.

Viewing Carrier Contacts

  1. Navigate to Contacts in the sidebar
  2. View your list of carrier representatives
  3. Each contact shows:
    • Name and email
    • Carrier affiliation
    • Coverage lines they handle
    • Last response date (if available)

Adding a Carrier Contact

  1. Click + Add Contact or Add New Rep
  2. Enter contact details:

| Field | Required | Description | | ------- | -------- | -------------------------- | | Name | No | Representative’s full name | | Email | Yes | Professional email address | | Company | No | Carrier name |

  1. Click Save

Note:

When you add a carrier contact, they may default to “all lines.” Carrier reps can refine which lines and group sizes they support during onboarding.

How Carrier Matching Works

MonarkHQ can help identify good recipients based on:

  • Coverage lines they handle
  • Group size preferences
  • Geographic regions they service

When sending, match indicators and warnings help you select the right reps.

3. Send Your RFPs

Where You Send From

From the Proposal, go to the Quotes tab. Then:

  • Single Coverage Type: Click Send RFP within that coverage configuration
  • Multiple Coverage Types: Click Send All RFPs to send every configured RFP in the Proposal

The Send RFP Dialog

Step 1: Select Carrier Representatives

Available Reps

  • All carrier contacts are listed
  • Carrier affiliation is shown
  • Match indicators help identify fit

Match Indicators

| Indicator | Meaning | | ---------------- | ----------------------------------------- | | Match Badge | Rep is a strong fit for this RFP | | Coverage Check | Rep handles the coverage type | | Group Size Check | Rep accepts groups of this size | | Warning | Possible mismatch (review before sending) |

Selection

  • Click a rep to toggle selection
  • Use Select All to choose all reps shown
  • Use search/filter to find specific carriers or reps

Add New Reps

  • Click Add New to create a contact during the send flow
  • New reps become immediately selectable

Step 2: Preview and Send

Before sending, review:

Recipients

  • Name, carrier, and email of selected reps

RFPs Being Sent

  • Coverage types included
  • Plan design summary for each coverage type
  • Effective date and Group context

Email Preview

  • Sample email reps will receive
  • Includes the magic link and key group details

Step 3: Confirmation

After clicking Send RFPs:

  1. MonarkHQ sends emails to all selected reps
  2. A confirmation screen shows:
    • Number of emails sent
    • Any failed sends
    • Next steps

What Happens Next

  1. Reps receive the email with a secure magic link
  2. Reps open the RFP and review requirements
  3. Reps submit an Offer for their carrier
  4. You’ll see Offer status updates in the Quotes tab

Typical response time is 2–5 business days, but varies by line and carrier.

4. Track RFP Status

Viewing Status

From the Proposal Quotes tab, each RFP shows:

| Status | Description | | --------- | ------------------------------ | | Draft | Configured but not sent | | Sent | Sent and awaiting response | | Viewed | Carrier rep opened the RFP | | Responded | Carrier rep submitted an Offer |

Tracking Individual Recipients

Click into an RFP to see recipient-level tracking:

  • Who it was sent to
  • Who has viewed it
  • Who has responded with Offers

5. Receive and Review Offers

Notifications

When a rep submits an Offer:

  • The RFP status updates to Responded
  • The Offer appears under that coverage type in the Quotes tab
  • You may also receive an email notification (if enabled)

Viewing Offers

  1. Go to the Proposal → Quotes tab
  2. Select the coverage type
  3. Review submitted Offers including:
    • Carrier name
    • Plan details
    • Premium rates
    • Commission information

Comparing Offers

Use the comparison view to:

  • Compare multiple Offers side-by-side
  • Review plan design differences
  • Evaluate pricing and commission structures
  • Mark recommended options

Adding Offers to the Proposal

Once you select an Offer you want to present:

  • Click Add to Proposal
  • The Offer becomes a Proposal Item the Employer can review and select

6. Manage RFP Attachments

Adding Attachments Before Sending

  1. Open the coverage configuration
  2. Scroll to RFP Attachments
  3. Upload files (drag/drop or click Upload)
  4. Supported formats: PDF, Excel, Word, images

What to Attach

Common attachments include:

  • Current plan documents (renewals)
  • Benefit summaries
  • Enrollment files
  • Experience data (when applicable)
  • Special requirements documentation

Carrier reps can view and download attachments while responding.

7. Resend an RFP

When to Resend

Resend if:

  • A carrier hasn’t responded
  • You want to send a reminder
  • You want to add new carrier reps

How to Resend

  1. Open the RFP under the Proposal → Quotes tab
  2. Click Resend (or open the send dialog again)
  3. Select recipients
  4. Send

Previously sent reps will receive a new email notification.

8. Best Practices

Carrier Selection

  • Send to multiple carriers to create competition
  • Use match indicators to avoid poor-fit recipients
  • Include specialty carriers for unique needs
  • Prioritize carriers you know respond reliably

Timing

  • Send early enough to allow review cycles
  • Follow up if responses are overdue
  • Plan for longer turnaround on complex underwriting

Communication

  • Use attachments to reduce back-and-forth
  • Include context when cases are unusual
  • Respond quickly to carrier questions

Organization

  • Track which reps were sent which RFPs
  • Maintain updated rep preferences over time
  • Document why certain carriers were selected (especially on renewals)

9. Troubleshooting

Carrier Not Receiving Email

  1. Confirm the email address is correct
  2. Ask them to check spam/junk
  3. Resend the RFP
  4. If needed, contact the rep outside the platform

No Responses

  1. Allow 2–5 business days (varies by line)
  2. Send a reminder
  3. Confirm the rep is a fit for group size / geography / line
  4. Follow up directly if needed

Incomplete Offers

  1. Review Offer details
  2. Ask the rep to revise or provide missing info
  3. Consider requesting a revised Offer within MonarkHQ

Next Steps

Once Offers are received, proceed to: