RFP template for buyers

What goes in an RFP?

Start with a short background. Explain who you are, what you need and why. Suppliers write better answers when they understand the goal.

Next, set out the scope and requirements. Say what is in scope and what is not. List must-have and nice-to-have items separately. Number each one so suppliers can answer point by point.

Close with the process. Give the timeline, a contact for questions and how you will score answers. Set the format you want back, including a pricing table every supplier fills in the same way.

RFP vs. RFQ vs. RFI

An RFI, or request for information, asks for general information. Use it to learn about the market and build a shortlist.

An RFQ, or request for quotation, asks for prices on a clearly defined item. The spec is fixed, so price is the main thing you compare.

An RFP asks suppliers to propose a solution and a price. Use it when the need leaves room for different approaches.

How to score supplier answers

Decide how you will score before you send the RFP. Choose a few criteria, such as fit to requirements, price, experience and service. Give each one a weight.

Share the criteria with suppliers. They will focus their answers on what matters to you.

Have more than one person score each answer on their own first. Then meet to compare scores and talk through any big gaps.

Download the template

The template will follow the sections on this page, in the same order. Until it is ready, use the headings above as your checklist.