How to Write an RFP to Attract Top Vendors (+Examples)

How to prepare an RFP?

Preparation is key to running a successful RFP process.

If you start collecting proposals without having your goals, scope, or evaluation criteria fully defined, you risk looking unprofessional or confusing vendors, which could discourage them from participating.

Worse, if you make major changes mid-process, you’ll create frustration for everyone involved. By preparing thoroughly upfront, you’ll set yourself—and your vendors—up for success.

How to prepare a request for proposal:

1. Identify stakeholders: Involve the right people from the start. These could be department heads, project managers, or end-users who will work closely with the final vendor.

2. Bring your team together: Gather everyone who will play a role in the project—especially those with technical expertise or direct involvement in its success. If the project is complex, like implementing new software or upgrading infrastructure, lean on your team’s knowledge to fully understand what’s needed. This step ensures everyone is on the same page and avoids surprises later.

3. Turn team insights into vendor questions: Use what you’ve learned from your team to write thoughtful questions for potential vendors. Focus on areas like their experience, approach, and how they’d handle specific challenges. The more targeted your questions, the more useful and relevant the responses will be.

4. Define the project scope: Be crystal clear about what you need. Outline the goals, deliverables, and boundaries of the project so vendors know exactly what’s expected. A detailed scope reduces confusion and ensures the proposals you receive are relevant and focused.

5. Select the evaluation team: Choose a diverse group of people who will review and score proposals. Include technical experts, decision-makers, and those who will work directly with the vendor. A balanced team ensures fair and comprehensive evaluations.

6. Determine the budget and timeline: Decide on a realistic budget range and project timeline before writing the RFP. Vendors need this information to write tailored RFP responses. If you’re unsure, research industry standards to avoid setting expectations that are too high—or too low.

7. Research the market: Take time to understand vendor capabilities, industry trends, and typical costs for similar projects. This helps you write an RFP that’s competitive and grounded in reality, attracting the best vendors for the job.

8. Develop evaluation criteria: Clearly define how you’ll assess proposals and assign weights to each factor, like cost, expertise, or innovation. Having this ready upfront avoids subjective decisions later and helps vendors tailor their responses.

9. Compile supporting documents: Gather everything vendors might need, like technical specs, past performance reports, or legal requirements. Providing comprehensive information upfront saves vendors time and ensures their proposals are accurate.

10. Clarify internal responsibilities: Assign roles within your team, such as who will handle vendor communications, review submissions, or make the final decision. This prevents confusion later and keeps the process running smoothly.

11. Consider submitting an RFI or RFQ first: Before writing an RFP, consider starting with an RFI or RFQ. An RFI helps you explore options, while an RFQ focuses on pricing. These steps narrow your choices and build a vendor shortlist. Vendors on a select list are more likely to create thoughtful, high-quality responses to your RFP.