What Is an RFP? The Complete Guide to Requests for Proposals

A request for proposal (RFP) is a formal document that organizations use to solicit bids from vendors for a specific project, product, or service. It outlines what you need, how you'll evaluate responses, and what vendors should include in their submissions.

RFPs are the standard procurement method for anything beyond simple purchases: IT systems, consulting engagements, construction projects, marketing services, and more.

When to use an RFP

An RFP makes sense when:

Multiple vendors could do the work. You want to compare options objectively.
The project is complex. Simple purchases don't need a formal process. Complex procurements with multiple requirements, integrations, or stakeholders do.
You need to justify the decision. RFPs create a documented, defensible selection process, which is important in government, regulated industries, and large organizations.
Budget is significant. The time invested in an RFP process pays off when the contract value is substantial.

When you don't need an RFP

Skip the RFP if you're making a small purchase, already have a preferred vendor, or need something urgently. An RFP process typically takes 4-8 weeks. If you can't wait, use a simpler procurement method like a request for quote (RFQ).

The RFP process step by step

1. Define requirements

Before writing anything, align stakeholders on what you need, what matters most, and what your constraints are. This prevents scope creep later and ensures your RFP asks the right questions.

2. Write the RFP

Structure your RFP with clear sections: project overview, scope of work, vendor qualifications, technical requirements, pricing, timeline, and evaluation criteria. Every question should serve a purpose. Learn how AI can create a complete RFP in minutes.

For a complete walkthrough of every stage, see our Buyer's Guide to Running an RFP.

3. Identify and invite vendors

Research potential vendors through industry directories, referrals, and past experience. Invite enough vendors (typically 3-7) to get competitive responses without overwhelming your evaluation team.

4. Manage the Q&A period

Give vendors a window to ask clarifying questions. Publish all Q&A to all vendors so everyone has the same information. This improves response quality significantly.

5. Receive and evaluate responses

Score each response against your predefined criteria. Use weighted scoring so critical requirements count more than nice-to-haves. Compare vendors side by side.

6. Select and award

Choose the vendor with the best overall score and fit. Notify all participants, and provide feedback to unsuccessful vendors if possible. It builds goodwill for future procurements.

For a more detailed process guide, read The RFP Process: A Step-by-Step Guide.

Common RFP mistakes

Being too vague. If vendors don't understand what you need, you'll get generic responses that are impossible to compare.
Asking too many questions. Vendor fatigue is real. Focus on questions that actually differentiate candidates.
Ignoring evaluation criteria. If you don't define how you'll score, you'll end up making subjective decisions that are hard to defend.
Unrealistic timelines. Give vendors enough time to write thoughtful responses. Rushed RFPs get rushed proposals.
Skipping the Q&A period. Vendors almost always have clarifying questions. Ignoring them leads to misaligned proposals.

How AI is changing the RFP process

Modern RFP tools like Strutter use AI to accelerate every stage of the process:

AI-generated RFPs: Describe your need, answer a few clarifying questions, and get a complete RFP with sections, weighted questions, and scoring criteria.
Automatic scoring: When vendors submit responses, AI scores each answer immediately. Reviewers can override any score.
Vendor recommendations: AI analyzes all responses and recommends the best vendor with detailed reasoning.

The result: an RFP process that takes days instead of weeks.

Get started with Strutter. Free to use, no credit card required.