By Nancy Crowder June 18, 2025
When you’re sourcing services, for example, marketing, logistics, or technology, —your Request for Proposal (RFP) can make or break the quality and price of the bids you receive. Not only does an effective RFP explain what you need, but it also invites competitive bids from qualified vendors and help you streamline your business. With this guide and template, agents can create RFPs that bring in the right partners and offer the best value.
What Is an RFP?
An RFP, or Request for Proposal, is a formal means by which businesses or organizations invite vendors or service providers to put in detailed offers for a particular project or service. It is like a project brief that states, “This is what we require, this is when we want it, and here’s what you must incorporate in your proposal.”
A good RFP gets us all on the same team—it defines the work to be done, timelines, deliverables, and budgetary expectations. It’s created to target the right types of proposals from vendors that actually have the ability to fulfill the requirements of the project.
Another thing to note is a RFP (Request for Proposal) is not an RFI (Request for Information). An RFI is asking, in essence, “What do you provide?” whereas an RFP is asking, “Can you perform this particular task? If so, how—and how much will it cost?”
Tip: You can use job platforms to get a better idea of potential candidates and skills.
How to Write an RFP (Without Making It a Chore)
So, you have a project and require outside assistance—but who do you call in to help? That’s where an RFP (Request for Proposal) is useful. It’s your official announcement that says, “Hey, we need assistance with this—can you demonstrate what you can do?”
Follow this step-by-step guide to writing one that is clear, effective, and vendor-friendly.
1. Begin with The Fundamentals: Who Are You?
Before diving into everything, provide vendors with a brief overview of your company. This is not the space for your company’s complete history—only a brief introduction that provides context. Be brief and intentional: What do you do? Why do you do it? What is the type of work you’re best known for?
Example style:
BrightSpark Media is an Austin, Texas-based content creation company. We assist public sector and nonprofit clients in sharing complex concepts through compelling visuals and narrative. For the last 8 years, we’ve focused on video, animation, and educational media.
2. Spell Out the Project Goals
Once you’ve identified your vendors, tell them who you are and what you’re doing. What do you hope to accomplish? What kind of partner do you need to bring on board? You don’t have to provide a full brief here—this is direction and intent.
Imagine it like this: If a vendor read only this paragraph, would they get what you want?
Example style:
We want an established video production crew to assist us in producing a three-part animated series encouraging healthy diet among teenagers. Our aim is to create awareness and increase activity on our online channels—particularly YouTube and Instagram.
3. Define Scope and Budget
Now that you’ve got the high-level picture, it’s time to drill in. What specifically do you want the vendor to do? And how much are you willing to pay for it?
Break it into bullet form so vendors can quickly check off what they can (or can’t) do. Write this like a job ad: Be clear but not overly complex.
Example formatting:
- Budget: Up to $15,000
- Scope of Work Includes:
- Concept development and scripting
- Creating three short animated videos (2–3 minutes each)
- Voiceover and background music
- Simple captioning and accessibility requirements
- Delivery in formats (for social, web, presentations)
4. Be Honest About Challenges
Not every project has its curveballs. It is easier to be honest about them upfront than to be surprised later. Whether it’s a deadline crunch, a specialized subject matter, or particular compliance requirements—disclose what may be challenging so only serious, competent vendors bid.
Example:
The videos should comply with ADA and WCAG guidelines for accessibility, such as audio description and correct captioning. Knowledge of accessible media production is required.
5. Share What You're Looking For
Let vendors know how you will choose who gets selected. What do you care about most—experience, cost, communication, creative spark? Being specific here saves time for both parties and ensures you get bids that truly match your expectations.
Example style:
We’re particularly interested in vendors who:
- Have a portfolio of content for education or public service
- Are familiar with best practices for accessibility
- Provide a clear, open process from beginning to end.
- Can meet deadlines without sacrificing quality
6. Detail How to Submit
In conclusion, end your RFP with a clear set of instructions. Specify contact information, submission type (email, form, etc.), due dates, and what to include in each proposal. This section must not leave anything to interpretation.
Example style:
- How to Submit: Email proposals to [email protected].
- Deadline: July 12
- Decision by: July 26
- Final delivery due: October 15
Each submission must contain:
- A company profile and bios of major team members
- Samples of previous video productions (particularly education content)
- A statement briefly explaining why your team is well-suited
- Estimate of costs with a rough timeline
Sample and Template of RFP
[Your Company Name]
[Company Address]
[City, State, Zip Code]
[Email Address] | [Phone Number] | [Website]
1. Introduction
[Briefly state your organization, purpose, and why you are issuing this RFP. Provide a general overview of the project or service you are procuring.
Example:
We at XYZ Corporation invite qualified vendors to submit proposals for creating a new customer relationship management (CRM) system that is specifically suited to meet our operational requirements.
2. Project Overview
- Project Title: [e.g., CRM System Development]
- Project Type: [Service/Product/Consulting/etc.]
- Anticipated Start Date: [Date]
- Expected Completion Date: [Date]
3. Scope of Work
[Define services or deliverables needed. Be as specific as possible. Break into phases if necessary.]
Example:
- Conduct needs assessment and stakeholder interviews.
- Design and develop CRM solution
- Migrate existing data
- Provide training and support.
4. Proposal Requirements
Each proposal must include the following:
- Company overview and experience
- Project plan and timeline
- Budget and pricing structure
- Key team members
- Case studies or references
- Terms and conditions proposed
- Value-added services (optional)
5. Evaluation Criteria
The proposals shall be evaluated against the following criteria:
- Relevance of experience and expertise
- Quality and clarity of proposal
- Cost-effectiveness
- Timeline and availability
- References and past performance
6. RFP Timeline
Event | Date |
RFP Issue Date | [MM/DD/YYYY] |
Questions Due | [MM/DD/YYYY] |
Responses Due | [MM/DD/YYYY] |
Vendor Selection | [MM/DD/YYYY] |
Project Start Date | [MM/DD/YYYY] |
7. Submission Instructions
- Submit proposals by: [Date, Time, Timezone]
- Submission method: [Email/Upload/Online Portal]
- Contact person: [Full Name]
- Contact email: [Email Address]
8. Terms & Conditions
[State any legal disclaimers, ownership of deliverables, confidentiality agreements, or other requirements.]
Example:
We reserve the right to reject any or all proposals and to accept the proposal deemed most advantageous to our organization.
Appendices (Optional)
- A: Glossary of Terms
- B: Current System Overview
- C: Organizational Chart
- D: Budget Template
Best Practices for Writing an Effective RFP
Crafting an effective Request for Proposal (RFP) is not merely listing requirements—it is laying the groundwork for productive collaboration. An effective RFP draws in the appropriate vendors, saves you time, and results in improved project results. Here are some best practices to assist you in getting it right:
- 1. Be simple and direct: Don’t complicate things for potential vendors with overly technical language or complicated jargon. Be straightforward and easy to understand in your communication. Clear communication ensures that everyone is on the same page right from the start.
- 2. Be open and flexible: Where possible, don’t be too rigid in your requirements or expectations. Leave some flexibility so vendors can offer their suggestions. Vendors tend to have valuable suggestions or alternatives that might work for your project.
- 3. Encourage creativity: Word your RFP as something other than a list of requirements. Write in a positive, open tone that indicates you’re receptive to fresh thinking. This can encourage vendors to get creative and provide fresh, possibly better, solutions you may not have thought of.
- 4. Facilitate questions: An effective RFP process contains an open, organized means of allowing vendors to pose questions. This not only mitigates misunderstanding but also lends more accurate, custom proposals. Address questions in a timely and thorough manner.
- 5. Be transparent and fair: Trust is essential. Be transparent about your evaluation standards and how the decisions will be made. Treat all suppliers the same throughout the process and provide feedback where possible, even to ones that are not selected—it fosters goodwill and enhances future relations.
Conclusion
Creating a concise, specific RFP is the secret to encouraging competitive bids and achieving the proper partner for your endeavor. By defining your objectives, scope, expectations, and evaluation factors, you provide vendors with the information they require to provide accurate, cost-effective proposals. Utilize this template as a guide to facilitate the process, make things transparent, and achieve better results from the outset.
FAQs
1. What is an RFP, and why is it important?
An RFP (Request for Proposal) is a bid-soliciting document. It enables you to compare vendors on an equal basis and select the best candidate.
2. How detailed should my RFP be?
The more detailed your RFP, the more precise and competitive vendor responses will be.
3. Who should write the RFP?
Ideally, the agent or project lead who is familiar with the requirements should prepare the RFP.
4. How do I evaluate RFP responses?
Apply a scoring system based on factors such as cost, experience, and recommended method.
5. Can I negotiate after receiving proposals?
Yes, RFPs usually result in shortlisting and negotiation prior to the final choice.