An RFP binder with coloured tabs open on a desk while a hand slides a printed answer sheet beside it

RFP template that gets you comparable vendor answers

A request for proposal (RFP) is the document a buyer sends to several vendors to collect structured, comparable offers for the same need. Use it when the purchase is large enough that you want competition, when more than one person will judge the answers, or when your procurement policy requires a documented selection. The RFP template below is complete: replace the text in square brackets and send it.

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The RFP template

Each section below is part of the final document. Keep the order, because vendors answer in the order you ask.

Cover page

Request for Proposal

[Project title]

Issued by [Your organization]

RFP reference [RFP number]

Issue date [Issue date]. Proposals due [Submission deadline], [Time and time zone].

Introduction and purpose

[Your organization] invites qualified vendors to submit proposals for [what you are buying]. The purpose of this RFP is to select one vendor to [outcome you need] starting [Planned start date]. This document describes our background, requirements, evaluation method and the rules for submitting a proposal.

About [Your organization]

[Your organization] is a [type of organization] based in [City, State] with [number] employees and [number] locations. We serve [who your customers are]. This project is owned by [Department], led by [Project owner name and title].

Background and current situation

Today we [how the work is done now], using [current tools or providers]. The main problems are [problem one], [problem two] and [problem three]. Our contract with [current vendor, if any] ends on [date].

Scope of work and requirements

The selected vendor will:

[Requirement one], mandatory
[Requirement two], mandatory
[Requirement three], preferred
[Requirement four], preferred

Technical and integration requirements: [systems the solution must connect to, data formats, hosting or security expectations]. Volume and scale: [users, sites, transactions or units to plan for].

Questions for vendors

Please answer each question separately and number your answers to match.

1Describe your approach to [core requirement].
2Describe a comparable project you delivered, including size, duration and outcome.
3Who will work on this project and what is each person's role?
4How do you handle [security, data protection or compliance topic]?
5What do you need from [Your organization] to start on time?

Pricing requirements

Provide all costs in USD using the table below. Include every recurring and one-time fee; costs not listed will not be accepted later.

Item	Quantity	Price
[Setup or implementation]	[Quantity]	[Price]
[License, service or unit]	[Quantity]	[Price]
[Training]	[Quantity]	[Price]
[Support per year]	[Quantity]	[Price]
Total for [contract term]		[Total price]

Evaluation criteria

Proposals are scored by an evaluation team on the following weights:

Fit with requirements: [weight] percent
Experience and references: [weight] percent
Implementation plan and team: [weight] percent
Total cost over [contract term]: [weight] percent

Mandatory requirements are pass or fail. Proposals that do not meet them are not scored.

Timeline

[Issue date]: RFP issued
[Questions deadline]: last day for vendor questions
[Answers date]: answers shared with all vendors
[Submission deadline]: proposals due
[Shortlist date]: shortlisted vendors notified and invited to present
[Decision date]: vendor selected
[Planned start date]: work begins

Submission instructions

Send your proposal as one PDF to [Contact email] with the subject line "[RFP number] [Vendor name]". Address all questions in writing to [Contact name] at the same address before [Questions deadline]. Do not contact other employees about this RFP during the selection.

Terms and conditions

This RFP is not a contract or a commitment to buy. [Your organization] may reject any proposal, ask for clarification or cancel the process. Proposals remain valid for [number] days after the deadline. Costs of preparing a proposal are borne by the vendor. Information in this RFP is confidential and may be used only to prepare a response.

How to fill in the RFP template

An RFP succeeds when vendors understand the need well enough to price it precisely.

Cover page: give the RFP a reference number and put the deadline with a time zone on the first page. Late answers usually come from a deadline buried on page six.
Introduction and background: describe the problem, not the solution you already have in mind. Vendors propose better options when they know why you are buying.
Requirements: mark each line mandatory or preferred. Without that split, every vendor claims to meet everything.
Questions for vendors: ask open questions that force specifics, and number them so answers line up side by side.
Pricing requirements: give vendors your table and require it. Free-form pricing is the main reason RFP answers cannot be compared.
Evaluation criteria: publish the weights. Vendors then spend their effort on what you value.
Timeline: leave at least two weeks between issue and deadline for a mid-size purchase, and a clear date for questions.
Submission and terms: one format, one address, one contact person.

Common RFP mistakes to avoid

Copying the requirements of the last RFP without checking they still apply.
A wish list where every line is mandatory, which drives prices up and excludes good vendors.
No pricing table, so you receive one quote per month, one per seat and one per project.
Hidden evaluation criteria, which produces answers that miss what matters to you.
Too short a deadline for the size of the work.
Answering vendor questions one by one instead of sharing every answer with all vendors.

Generate this proposal with AI

ProposalCreation works on both sides of an RFP. Describe what you are buying and it drafts this RFP with requirements, questions, pricing table and timeline. When you are the vendor, paste a received RFP and the AI extracts the questions and drafts answers from your content library, with questions assigned to teammates on the Business and Enterprise plans.

Template

RFP

What is the difference between an RFP, an RFQ and an RFI?

An RFI asks vendors for general information when you are still learning about the market. An RFQ asks for prices on something you have already specified. An RFP asks for a proposed solution and its price, so vendors explain how they would meet your need.

How many vendors should receive an RFP?

Enough to create real competition and few enough to evaluate properly. Many teams send an RFP to three to six vendors they have prequalified, then shortlist two or three for presentations.

How long should vendors get to respond?

Two to four weeks is common for services and software purchases. Complex projects with site visits or detailed technical answers usually need more, and the question deadline should fall about halfway through.

Can I use this RFP template to answer an RFP I received?

The structure helps you check that you cover every section, but answering is a different task. In ProposalCreation you paste the RFP you received and the AI drafts an answer to each question from your content library.