Writing an RFP (request for proposal) that gets a response increases your company’s chances of securing the services it needs. A compelling RFP attracts quality vendors and minimizes wait time so your business can complete its projects to a high standard sooner. In this article, we will discuss how to create an RFP, tips for how to write a good RFP and present an example you can use as a guide for your own RFP.

What is an RFP?

An RFP is a request for a proposal. This document lists what a business needs from a vendor to complete a project. Contractors and agencies who feel they can satisfy the business’ requirements outlined on the RFP then bid to win the contract.

How to write an RFP that will get a response

Writing an RFP that is clear and professional will increase your chances of getting a favorable response. Vendors must understand your requirements, and whether they can meet them, from reading your RFP. Here are the steps for writing a clear, professional and compelling RFP:

1. Define your project and needs.

2. Write an introduction.

3. Explain your company’s and project’s history.

4. Describe your project’s requirements.

5. Explain how vendors should respond.

6. Outline your selection criteria.

7. Note your timelines.

8. Proofread and revise your RFP.

Once you have created your RFP, you are ready to distribute it and wait for a response.

Define your project and needs

Write what your project is and what you need from vendors before you write your RFP. A bullet-point list is a good format for this planning step. Note what you want your vendor to do, how they should do it, where the work should take place and when the work should be completed. You can refer to this outline while you are writing your RFP to ensure it contains all the key information.

Related: SMART Goals: Definition & Examples

Write an introduction

Your introduction should explain why you are distributing an RFP and what you hope to achieve by hiring a vendor. Along with briefly explaining the project, state the problem you hope the vendor can help your business overcome. Your introduction may also include a summary of other key points about the project, such as your project’s intended start date and deadline.

Explain your company’s and project’s history

Give a brief history of your company and the project it is undertaking. This section gives vendors the background information they need to evaluate your business’s standing and decide whether they would like to work with it. A vendor may be unfamiliar with your company, so include all the details they need to make an informed decision. This includes what your company does, what its values are and what makes it unique.

Describe your project’s requirements

Write a thorough explanation of what you require from the vendor. Take your time to ensure you list all your requirements so vendors can determine whether they are suitable for your project. Include your budget and preferred experience in this section.

Explain how vendors should respond

Write the structure you expect your vendors to follow when planning their response to your RFP. When all vendors follow the same format, their responses are easier to evaluate. Depending on the complexity of your project, this may be a simple list of headings or a more detailed list with bullet points underneath your headings.

Outline your selection criteria

Explain how you will select the winning candidate from your respondents. You should note what your company’s priorities are, including essential criteria and preferred credentials. This section will help vendors formulate a response that shows how they would be a good match for your business’ requirements.

Note your timelines

Write the key deadlines vendors should know: when you need their response by, when you will announce the contract’s recipient, when the project will begin and your final deadline, if known. Noting these timelines helps vendors organize their schedules and determine whether they have time to work with your business. Ensure your deadline for submissions leaves enough time for vendors to plan a response. The more detailed your response requirements are, the more time you should give vendors to submit their applications.

Proofread and revise your RFP

Proofreading your RFP helps you identify and correct grammatical and spelling errors before you distribute your document. It can also help you spot sentences that could be reworded for clarity and fluency. After you have proofread and revised the RFP, send it to a colleague involved in the project for their feedback. The time you spend proofreading and revising your RFP will make this document appear more professional.