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What Is an RFP (Request for Proposal): Definition + Format

Learn what RFP stands for, when you should issue one, what to include in your RFP, and the key steps in the RFP process. Create your deck from a template.

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Short answer

What is an RFP proposal?

An RFP (Request for Proposal) is a document businesses use to explain what they need for an upcoming project and invite vendors to bid.

It lays out everything vendors need to know—like the scope of work, timelines, budget, and evaluation process—making it easier to find the right partner for the job.

Who prepares an RFP?

Government agencies: Governments use RFPs to manage big projects like building highways, upgrading IT systems, or introducing public programs. These projects come with strict rules and significant public funding, making RFPs essential for ensuring fairness, transparency, and accountability when selecting vendors.
Large corporations: Corporations issue RFPs for complex needs such as supply chain management, software implementation, or large marketing campaigns. These projects often have many variables—like different teams, subcontractors, or resources—so RFPs help standardise the process, allowing companies to compare proposals and find a partner who can handle the complexity.
Nonprofits and NGOs: Nonprofits rely on RFPs to get expert help with projects like grant writing, event planning, or community programs. Limited budgets and high-stakes goals mean they need vendors who can deliver impact efficiently. RFPs ensure proposals are detailed and solutions align with the organisation’s mission.
Project managers handling complex projects: For tasks like developing custom software or running a nationwide campaign, RFPs offer a clear, organised way to evaluate vendors. With tight deadlines, specialised skills, and many moving parts, RFPs are crucial for finding partners who can meet exact needs.
Growing startups: Startups looking to scale often use RFPs for services like branding, web development, or HR systems. Even though they’re smaller, their big goals require experienced vendors, and RFPs help them find the right partners to support key growth milestones.

What’s the difference between an RFI and an RFP?

An RFI (Request for Information) is used early on to gather ideas, understand what’s possible, and explore options from vendors. It’s for when you’re still defining your project and deciding what you need.

An RFP (Request for Proposal) is more focused, asking vendors for detailed bids once you know your project’s requirements and are ready to move forward with it.

What’s the difference between an RFQ and an RFP?

An RFQ (Request for Quote) focuses on pricing, asking vendors for cost estimates for specific products or services. It’s used when you already know what you need.

An RFP (Request for Proposal), however, evaluates both solutions and pricing, making it ideal for more complex projects where expertise and strategy matter as much as cost.

What does an RFP look like?

RFPs are often long, dense documents packed with information, which can make them overwhelming to read and respond to. They’re usually plain in appearance, with basic text and minimal design, making them feel more like a checklist.

Many organisations treat the format as an afterthought, assuming the responses matter more than how the RFP is presented. But here’s the truth: the way you present your RFP directly affects the quality of responses you’ll get.

Interactive formats can make a huge difference. Dividing content into chapters, organising information with tabs, adding narrator slides, or linking to external resources makes the RFP clearer and easier to navigate.

A well-structured RFP shows you value vendors’ time—and that encourages better, more thoughtful proposals.

Here’s an example of an interactive RFP request:

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When do you use an RFP?

When the project is complex: If your project has many moving parts, such as multiple deliverables, specific timelines, or unique requirements, an RFP ensures you get detailed proposals that address all aspects of the work.
When you need to compare vendors: RFPs are ideal when you want to evaluate multiple vendors. They standardise responses, making it easier to compare experience, solutions, and costs side by side.
When you’re outsourcing a high-stakes project: For critical projects—like developing custom software, building infrastructure, or launching a major campaign—an RFP helps you find a vendor with the expertise and reliability to get it right.
When you want tailored solutions: If you’re looking for more than an off-the-shelf product or service, an RFP allows vendors to propose creative, customised solutions that align with your specific goals.
When transparency is required: In industries like government or nonprofits, where fairness and accountability are key, RFPs provide a clear, structured process to ensure decisions are unbiased and well-documented.
When you’re committed to long-term collaboration: For partnerships that will last months or years, such as ongoing IT support or strategic marketing, an RFP helps you select a vendor who understands your vision and aligns with your values.

When should you not issue an RFP?

When you already know the vendor you want: If you’ve already found the right partner based on their skills or past work, you can skip the RFP and go straight to negotiating with them.
When the project is simple: For simple needs, like buying office supplies or hiring for a one-off task, an RFP can make things more complicated than necessary. A Request for Quote (RFQ) or informal inquiry may be a better fit.
When you don’t have clear requirements: If you’re unsure about your project’s goals, scope, or budget, issuing an RFP can lead to vague proposals and wasted time. Focus on defining your needs first—an RFI might help here.
When time is a critical factor: The RFP process takes time to issue, evaluate, and award. If you’re facing a tight deadline, a simpler procurement method may be more practical.
When cost is the only concern: If you’re solely looking for the lowest price and the work doesn’t require specialised expertise, an RFQ is more efficient and appropriate than an RFP.
When you don’t plan to act on the responses: Issuing an RFP without a genuine intention to award the project not only wastes vendors’ time but can damage your reputation. Only use an RFP when you’re ready to commit.

What are the benefits of an RFP?

Encourages tailored solutions: An RFP outlines what you need and what you’re aiming for, letting vendors suggest solutions that are a perfect fit for your project instead of one-size-fits-all options.
Makes comparisons easier: An RFP gets all vendors to follow the same format, so you can easily compare their costs, timelines, and approaches.
Supports fair competition: RFPs level the playing field, giving every vendor a fair chance to show their expertise, which matters most in regulated industries or big projects.
Reduces risk: With detailed proposals, you can evaluate potential risks, confirm vendors’ capabilities, and ensure their solutions align with your objectives before committing to a partnership.
Improves transparency and accountability: The structured process of an RFP creates a clear record of how decisions are made, which is essential for organisations that value accountability, such as governments and nonprofits.
Attracts the best vendors: A good RFP shows vendors that you’re serious and organised, which can attract higher-quality partners eager to work with you.

What to include in an RFP?

Introduction – Start with a brief overview of your organisation and explain why you’re issuing the RFP.
Project scope – Clearly describe the project, its goals, and what you want to achieve.
Requirements – List exactly what you need from vendors, including deliverables and expectations.
Timeline – Let contractors know the key dates, like when proposals are due, important milestones, and when the project needs to be finished.
Budget – Be upfront about your budget range or any financial limits they should keep in mind when preparing their offers.
Evaluation criteria – Explain what you’re looking for and how proposals will be scored, so vendors know how to stand out.
Submission guidelines – Give simple, clear instructions on how to format and send in their proposals.
Legal and contractual terms – Highlight any important terms contractors need to agree to if they’re picked.
Contact information – Include the name and details of the person vendors can reach out to with questions.

NOTE: If you want to find out more about each section, check out our post with tips on how to create an RFP step by step.

What are some important questions to ask in the RFP process?

The questions you ask are crucial for getting the information you need.

If you don’t ask enough, you might miss something important. But if you ask too many, you risk overwhelming vendors or getting rushed responses. Keep your questions focused and relevant to strike the right balance.

Focus on questions that reveal expertise, approach, and alignment with your goals.

Here are some important questions to include:

How do you approach projects like this?: This reveals the vendor’s methodology and whether it aligns with your expectations.
What similar projects have you completed?: Helps you assess their experience and success in similar scenarios.
What challenges do you see, and how would you handle them?: A simple way to understand their problem-solving skills and industry expertise.
Who will be on the team for this project?: Helps you see who you’ll be working with and what qualifications they bring.
Can you share a timeline with key milestones?: This shows whether they understand your deadlines and how well they can plan to meet them.
What’s your pricing structure, and what does it cover?: It gives you a clear picture of costs upfront, helping you avoid unexpected expenses later.
How do you ensure quality and accountability?: This gives insight into how they deliver reliable results and stay on track.
What support do you offer after the project is done?: It’s important to know what kind of help they provide for ongoing maintenance or long-term collaboration.

What are the steps in the RFP process?

The RFP process can take anywhere from a few weeks to several months, depending on how complex the project is and how many people are involved. Keeping the process clear and organised helps save time and get the best outcome.

Here are the key steps in the RFP process:

Define your needs: Outline your project goals, scope, budget, and timeline to create a strong foundation.
Get input from your team: Talk to your team to set priorities and make sure everyone’s needs are included.
Draft the RFP: Write a clear and simple RFP request that covers all the key details, like requirements, evaluation criteria, and how to submit proposals.
Share the RFP: Send the RFP to potential vendors through platforms, networks, or direct outreach.
Answer vendor questions: Be available to clarify any details and answer questions to avoid confusion or misaligned expectations.
Review proposals: Compare submissions based on your criteria, including solutions, costs, and the vendors’ experience.
Choose your top candidates: Select the best contractors and arrange interviews or presentations to get a better sense of how they work.
Make your final choice: Choose the contractor who’s the best fit for your goals, budget, and timeline.
Wrap up the details: Work out the final contract terms, agree on timelines and deliverables, and sign the agreement to get things started.
Kick off the project: With the contract signed, it's time to start the project.

What happens after an RFP?

After sending out an RFP and receiving proposals, the real work begins. While every organisation handles this process a bit differently, the goal is always the same: to review the responses and choose the best vendor for the job.

Here’s what usually happens after an RFP:

Review proposals: A team, often including procurement staff, project managers, or department leads, checks the proposals to ensure they meet the basic requirements outlined in the RFP.
Score and compare: Go through each proposal and rate them on key factors like experience, pricing, timelines, and approach. This makes it easier to narrow down your options fairly and consistently. Many teams use simple scoring sheets to stay organised.
Get input from your team: Share the top proposals with key decision-makers, like executives, department heads, or board members, and get their input to help pick the best fit.
Set up contractor presentations: If you need more details, invite the top contractors to present their proposals or answer questions. This gives the team a better understanding of their skills, communication, and whether they’re the right fit for the project.
Make the final call: The team chooses the vendor whose proposal best matches the organisation’s goals, budget, and timeline.
Work out the contract details: Once you’ve picked a vendor, finalise the contract by agreeing on things like pricing, timelines, and deliverables.
Tell everyone your decision: Let the contractor you picked know they got the job, and take the time to inform the others as well. If possible, share some quick feedback—RFP responses often take weeks to put together, so it’s a fair way to recognise the effort.
Start the project: Once both parties have put the pen to paper, it's time to kickstart your project.

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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