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RFI Response Examples to Boost Success Rates (+Templates)

Learn to write a response to an RFI that gives you an edge, with tips on what to include in an RFI response and RFI response examples usable as templates.

Author Dominika Krukowska

5 minute read

RFI response examples

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Short answer

What to include in an RFI response?

  1. Cover slide

  2. Executive summary

  3. About us

  4. Project details

  5. Team

  6. Implementation plan

  7. Deliverables

  8. Social proof

  9. Pricing details

  10. Terms and conditions

  11. Next steps slide


Read on for a full breakdown of what to put on each slide ⤵

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What is an RFI response?

An RFI (Request for Information) response is a document that organizations send in reply to an RFI, offering the requested details and insights.

It assists decision-makers in evaluating vendor skills, pricing, and timelines, helping them meet specific needs in projects like technology setup or service offerings.

RFP vs RFQ vs RFI

An RFP (Request for Proposal) calls for suppliers to offer detailed plans on how they'll handle a project or service, including costs.

An RFQ (Request for Quotation) is used when the needs are clear and the buyer just wants price quotes for specific quantities of products or services.

An RFI (Request for Information) gathers preliminary information about suppliers’ capabilities before more formal procurement begins.

Who uses RFIs?

RFIs (Requests for Information) are commonly used by businesses and government agencies across sectors like construction, technology, and healthcare.

These organizations use RFIs to collect essential information from potential suppliers or service providers, helping them understand what’s available in the market and evaluate different vendors before making formal procurement decisions.

RFI response examples that win you contracts

When looking for inspiration for your own RFI response, you might find that most examples are either dull blocks of text, too generic, or not quite relevant to your needs.

That's why I've selected these RFI response examples from various sectors.

I'll break down what makes each one effective. If any catch your eye, feel free to adapt them to suit your specific requirements.

Construction RFI response

I have to admit, I don’t know much about construction. But as I looked through the deck, the first thing I appreciated was how clearly the information was presented.

In just a few minutes, I could easily understand who the contractor was, what they offered, and why I should choose them.

What I also loved was how simple it was to customize the deck. Just enter a URL, and the editor automatically adds the company’s logo and brand colors.

Plus, if you connect it to your CRM, you can quickly pull in the recipient’s data and personalize your deck in just a few clicks.

This can be a huge time-saver when you’re responding to several RFIs at once, making your presentation look perfectly tailored.

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Government RFI response

Government RFIs are a bit different because they usually need all the technical details and information on compliance with regulations or government standards.

That's why I liked how this deck removes all the guesswork from the submission process.

It has slides for everything, including one just for terms and conditions.

My favorite part was the appendices slide. You can attach important documents like certifications or accreditations for the reviewer to easily view or download.

This makes it simple to submit a detailed presentation without filling it with too much text.

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RFI response for software development

As I went through this RFP proposal response, I appreciated how it kept the layout clean by using 'read more' accordions for extra information.

This is really helpful for those technical RFP responses that can sometimes overwhelm you with too many details or jargon.

But, even with this good balance, I think it could really benefit from more visuals.

Adding a video that plays right in the presentation to show the solution in action, or screenshots of similar projects, would make a much stronger impact than just reading about it.

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Technical RFI response

I picked this RFP response example because it's incredibly actionable.

When evaluators have to go through dozens of lengthy proposals, you need something that catches their eye and makes them pause before they close the deck.

This deck does that really well in 2 ways:

First, on the last slide, instead of just listing contact details, it includes a clever Call to Action where you can embed your calendar. This lets potential clients schedule a meeting directly from the deck.

Also, there’s an e-signature button right after the terms and conditions slide. This means if someone wants to move forward, they can do so right away. And according to our research, having a clear next step can increase conversions by 27%!

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Minimalistic RFI response

I have to admit, I'm a big fan of fancy presentation designs—like those videos on the cover slide, narrator slides that unfold as you scroll, or sliders.

But for this one, the minimalist design doesn’t bother me at all—I actually think it works well for those more technical and formal RFP responses.

What I really liked was the case studies section, where each testimonial was in its own separate tab. This makes it easy to click through to the most relevant one.

What could make it even better, in my opinion, is adding clickable links to the full case studies, but that’s something you can easily do with a few clicks.

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How do you write an RFI response?

Writing an RFI response can be overwhelming. You need to strike a balance—don’t be too vague, but don’t go overboard with details either.

On top of that, you have to stick to all the rules and legal requirements and still make your response stand out. Honestly, just thinking about it is enough to make anyone's head spin.

But don’t worry—I’ve got this. I’ll walk you through everything step by step to keep it simple and clear.

1) Cover slide

Your cover slide is the first thing they'll see, so make sure it's clean, professional, and visually appealing.

Put your company logo up front, add the title "RFI response," and mention the project or query you're addressing.

You could also include a small subtitle with the date and the recipient's name or company to personalize it.


An example of a cover slide:

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RFI response cover slide example

2) Executive summary

Briefly outline what makes your proposal unique and valuable.

Emphasize the key aspects that meet the main concerns of the RFI, such as your strategy, the advantages, and why your company is the perfect match for this project.

Keep it concise and engaging to grab the reader’s attention and encourage them to read further.


An example of an executive summary slide:

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RFI response executive summary slide example

3) About us

Tell your story on this slide. Who are you? What drives your company?

Summarize your history, your mission, and your core values, connecting them to why they make you a great partner for this project.

Include any awards, certifications, or unique qualifications that boost your credibility.


About us slide example:

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RFI response about us slide example

4) Project details

Here’s where you align your strengths with their needs. Detail the project’s requirements and explain how you plan to meet or exceed each one.

Use bullet points or a neat table to organize the information clearly and attractively. If relevant, highlight any innovative approaches or technologies you’ll use.


Project details slide example:

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RFI response project details slide example

5) Team

Introduce the proposed project team. Include brief bios and photos of key team members, emphasizing their roles and expertise relevant to the project.

This slide should reassure the reader that competent, skilled professionals are ready to handle their project.


An example of a team slide:

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RFI response team slide example

6) Implementation plan

On this slide, outline your project’s roadmap. Use a timeline or flowchart to display the project phases, major milestones, and expected completion dates.

Design it to be visually clear, showing the steps from start to finish, how you’ll manage risks, and maintain quality throughout the project.


An example of an implementation plan slide:

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RFI response implementation plan slide example

7) Deliverables

List exactly what you'll provide at the end of the project and at key milestones. Specify the outcomes and their formats, such as reports, digital tools, or assessments.

If you can, include examples or short case studies of similar deliverables you've produced before.


Deliverables slide example:

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RFI response deliverables slide example

8) Social proof

This is the spot to let others sing your praises. Instead of just listing client logos or giving dry testimonials, tell a story about each success.

Feature impactful quotes from clients, paired with before-and-after metrics that highlight your impact.

The goal is to build credibility and show the solid, impressive results you consistently deliver.


Social proof slide example:

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RFI response testimonials slide example

9) Pricing details

Break down your pricing structure clearly and transparently. Use tables or charts to detail the costs associated with each phase or element of the project.

If you offer better value than competitors, highlight this—perhaps by a comparison chart.


Pricing slide example:

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RFI response pricing slide example

10) Terms and Conditions

Nobody likes reading the fine print, so it’s best to keep it as painless as possible. Use clear and straightforward language, avoiding legal jargon as much as possible.

If there are any non-standard or critical items, highlight them so they aren't missed.


Terms and Conditions slide example:

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RFI response Terms and Conditions slide example

11) Next steps slide

Finish with a call to action that gets the reader excited about what’s coming up.

Provide your contact details, and consider including a QR code to a landing page just for this proposal or an embedded calendar to make it easy to book a meeting.

The goal is to make the next step easy and exciting for the client.


Next steps slide example:

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RFI response next steps slide example

Interactive RFI response templates

Creating an RFI response can be tricky and time-consuming. You have to stick to specific submission instructions and include information that makes you stand out.

Interactive RFI response templates provide a structured approach based on the best practices discussed in this blog post. They help ensure you're presenting your best self. Plus, they save you time, allowing you to respond to more RFIs.

Just grab one!

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Dominika Krukowska

Hi, I'm Dominika, Content Specialist at Storydoc. As a creative professional with experience in fashion, I'm here to show you how to amplify your brand message through the power of storytelling and eye-catching visuals.

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What to include in an RFI response What is an RFI response RFI FAQs RFI response examples How to write an RFI response Interactive RFI response templates
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