Secrets to Writing Requests for Proposal (RFPs) That Get Results

Crafting a Request for Proposal (RFP) is a critical step in any project that requires outside expertise. A well-written RFP acts as a compass, guiding potential vendors toward solutions that meet your needs. A poorly written one, however, can result in wasted time, irrelevant proposals, and projects that fail to deliver. This article reveals how to write RFPs that attract the right partners and set the stage for project success.

What Is an RFP and Why Is It Important?

At its core, an RFP is a formal document that organizations issue to request proposals from vendors for a specific project or service. It outlines requirements, expectations, and evaluation criteria, enabling vendors to assess whether they are a good fit and, if so, to present their proposed approach, methodology, and costs.

The importance of a well-crafted RFP cannot be overstated. It:

• Clarifies Your Needs: Writing an RFP helps you clearly define project goals, scope, and deliverables.
• Attracts Qualified Vendors: A detailed RFP ensures you receive proposals from vendors with the right expertise.
• Facilitates Comparison: A consistent format allows you to compare proposals fairly and efficiently.
• Sets Expectations: The RFP lays the groundwork for contracts, outlining each party’s responsibilities.
• Reduces Risk: Careful vendor evaluation minimizes the chance of choosing a partner who cannot deliver.

Who Is an RFP Manager?

Ideally, executives should not be responsible for writing and managing bids — this role belongs to a specialist. A strong RFP manager requires a distinct skill set that must be developed separately, including desktop publishing, writing and editing, and visual communication skills such as graphic design. These capabilities are critical but are not typically covered in sales training. The best approach is to advocate for leadership support in hiring or appointing an experienced RFP manager, ensuring the company can respond effectively to incoming requests.

In software and other complex industries, an RFP manager should also be consultative. Beyond knowing your product and industry, they should be capable of performing gap analysis, drafting tailored responses, and advising on win themes and competitive strategies.

Importantly, RFP managers are not simply “copy-and-paste” operators. They absorb the workload, set the pace of responses, and make informed trade-offs when deadlines are tight — helping the organization stay both efficient and competitive.

RFPs in the Broader Tendering Landscape

The RFP process typically involves three steps:

1. Issuing the RFP
2. Collecting proposals
3. Selecting the vendor

However, RFPs are only one type of document within the broader tendering and procurement process. Understanding where they fit is essential. Other common documents include:

• Request for Information (RFI): An RFI is used at the earliest stage to gather general information about potential vendors, their capabilities, and available solutions. It is exploratory and does not usually require a formal proposal. The goal is to understand the market before defining detailed requirements.
• Request for Quotation (RFQ): An RFQ is simpler than an RFP and is typically used when requirements are well-defined, and price is the main selection criterion. RFQs are common for commodity purchases or straightforward services where the scope is clear.
• Invitation to Tender (ITT): Similar to an RFP, but often more formal and rigid, ITTs are widely used in government or public-sector procurement. The focus is on strict compliance with stated requirements rather than flexible proposals.
• Invitation for Bids (IFB): Common in U.S. government procurement, IFBs are comparable to RFQs and emphasize objective criteria and price. They are used for well-defined products or services with limited room for interpretation.

RFP’s Place in the Tendering Procedure

The goal of the RFP process is to define a business challenge and identify the vendor best equipped to address it. Unlike RFQs, which focus primarily on price, RFPs enable buyers to compare vendors side by side on multiple factors such as reliability, experience, quality, policies, and security.

The broader tendering procedure typically includes:

1. Assessment of Needs: The organization identifies a problem or requirement. The procurement manager brings together stakeholders — including end-users, IT, finance, and others impacted — to define requirements and priorities.
2. Market Research (Optional): An RFI may be issued to gather information on potential vendors and solutions. Some issuers even ask vendors about their competitors, which can reveal market positioning and help identify additional options worth exploring.
3. RFP/ITT Development: Using gathered insights (or existing knowledge), the organization develops a detailed RFP or ITT.
4. Vendor Solicitation: The RFP/ITT is shared with selected vendors. Many organizations invite a shortlist directly, while others publish their RFPs through bid services to broaden responses. The latter approach can yield more proposals but often increases the time needed for evaluation.
5. Proposal Submission: Vendors prepare and deliver their proposals.
6. Evaluation: Proposals are assessed against predefined criteria. A weighted scoring model is highly recommended: assigning point values to sections or questions based on importance helps objectively identify the best-fit vendor.
7. Selection: Based on the evaluation, a shortlist of vendors may be created before selecting the winner.
8. Contract Negotiation: Terms are finalized with the chosen vendor. Most vendors are open to negotiation, especially once a purchase decision is imminent.
9. Project Execution: The project proceeds according to the agreed contract.

The choice between RFI, RFQ, RFP, or ITT depends on the project’s complexity, the clarity of requirements, and the selection criteria. RFPs are best suited when multiple potential solutions exist and factors beyond price play a significant role.

Key Components of a Winning RFP

A strong RFP should include the following sections:

• Introduction: Briefly introduce your organization, industry, and the project’s context. This section should capture vendors’ interest and highlight the project’s potential value.
• Project Overview and Goals: Define the project’s purpose, objectives, and desired outcomes. Be specific and measurable: What problem are you addressing? What improvements are expected?
• Scope of Work: Detail the required tasks, deliverables, and timelines. Break the project into manageable components and specify milestones or phases.
• Requirements: Clearly distinguish between mandatory and desired requirements. Mandatory requirements must be met for a proposal to be considered; desired requirements (“nice-to-haves”) help differentiate vendors.
• Technical Specifications (if applicable): For technical projects, outline specifications such as hardware, software, platforms, and standards.
• Proposal Submission Guidelines: State the required format, content, and submission deadline. Specify necessary documents, such as company profiles, case studies, or pricing sheets.
• Evaluation Criteria: Explain how proposals will be assessed. Common factors include:
  • Experience and Expertise — vendor’s track record and relevant experience.
  • Technical Approach — proposed methodology and solution.
  • Price — total project cost.
  • Timeline — proposed schedule and feasibility.
  • References — feedback from past clients.
• Contractual Terms: Summarize key terms such as payment structure, intellectual property rights, and termination clauses.
• Questions and Answers: Provide a contact point for vendor inquiries and clarifications.
• RFP Process Timeline: Share key dates, including release, Q&A deadlines, submission deadline, evaluation period, and award announcement.

Crafting a Compelling RFP: Best Practices

• Write Clearly and Concisely: Use plain language and avoid jargon. Ensure the RFP is straightforward and free of ambiguity.
• Be Specific: Provide detailed requirements. The more precise you are, the more accurate and relevant the proposals will be.
• Prioritize Requirements: Distinguish between mandatory and desired requirements so vendors can focus on your most critical needs.
• Provide Context: Share background about your organization, industry, and project goals to help vendors tailor their proposals effectively.
• Set Realistic Expectations: Be practical about the project’s scope, timeline, and budget.
• Proofread and Review: Errors or omissions can undermine credibility and create confusion. Review carefully before release.

• Engage Stakeholders: Involve key teams early to ensure requirements are complete and realistic.
• Organize for Readability: Use headings, numbering, and consistent formatting to make the RFP easy to navigate.

Common RFP Mistakes and How to Avoid Them

• Vague Requirements: Ambiguous language such as “We need a modern website” leaves too much room for interpretation.
  • Solution: Be specific: “We need a responsive website built on WordPress, integrated with our CRM, with SEO optimization and an easy-to-use CMS.”
• No Budget Clarity: Omitting a budget range often results in proposals that are either unrealistic or misaligned with your constraints.
  • Solution: Provide a realistic budget range or state that you welcome proposals at varying price points.
• Ignoring Vendor Questions: Failing to answer vendor inquiries promptly creates confusion and may discourage strong vendors from participating.
  • Solution: Set up a clear process for handling vendor questions and respond thoroughly within agreed timeframes.
• Unrealistic Timelines: Short deadlines push vendors to submit rushed, low-quality proposals.
  • Solution: Allow sufficient time based on project complexity — typically several weeks for a detailed RFP.
• Overly Restrictive Requirements: Narrowly defined specifications can stifle innovation and exclude vendors with creative alternatives.
  • Solution: Focus on desired outcomes and remain open to different approaches that still meet your goals.

• Lack of Evaluation Criteria: Without clear criteria, vendors don’t know how proposals will be judged.
  • Solution: Publish weighted evaluation factors (e.g., cost 30%, technical approach 40%, experience 20%, timeline 10%).
• Excessive Jargon: Overuse of technical terms or internal acronyms can confuse vendors.
  • Solution: Use plain, consistent language and define any necessary technical terms.

Types of RFPs by Industry

The structure and content of an RFP vary widely across industries. Here are some common examples:

• IT RFPs: Focus on software development, system integration, cybersecurity, or infrastructure projects. They typically include detailed technical specifications, security requirements, and service-level agreements (SLAs).
• Construction RFPs: Used for building, renovation, or infrastructure projects. These usually contain architectural plans, engineering specifications, compliance standards, and environmental assessments.
• Marketing RFPs: Designed for campaigns, advertising, or public relations. They often include target audience details, brand positioning, campaign objectives, and budget expectations.
• Consulting RFPs: Engage experts for strategy, process improvement, or organizational development. They emphasize required expertise, expected deliverables, and reporting structures.

Example of RFP Structure

A typical RFP is organized into sections like these:

I. Introduction
1.1 About the Organization
1.2 Purpose of the RFP
1.3 Background Information

II. Project Description
2.1 Project Overview
2.2 Goals and Objectives
2.3 Target Audience (if applicable)

III. Scope of Work
3.1 Tasks and Deliverables
3.2 Timeline
3.3 Reporting Requirements

IV. Requirements
4.1 Mandatory Requirements
4.2 Desired Requirements
4.3 Technical Specifications (if applicable)

V. Proposal Submission Guidelines
5.1 Format and Content
5.2 Deadline and Instructions
5.3 Contact for Questions

VI. Evaluation Criteria
6.1 Experience and Expertise
6.2 Technical Approach
6.3 Price
6.4 References

VII. Contractual Terms
7.1 Payment Terms
7.2 Intellectual Property Rights
7.3 Confidentiality Agreement

VIII. Questions & Answers
8.1 Point of Contact
8.2 Deadline for Questions
8.3 Q&A Process

IX. Timeline
9.1 RFP Release Date
9.2 Deadline for Questions
9.3 Proposal Submission Deadline
9.4 Vendor Selection Date
9.5 Project Start Date

Conclusion

Creating an effective RFP is an investment that pays off in smoother projects and stronger vendor partnerships. By tailoring the RFP to your industry, structuring it clearly, and avoiding common mistakes, you can attract the right partners, streamline evaluation, and ensure projects are delivered on time, within budget, and to the highest standard.

Good luck with your technical writing!

ClickHelp Team

Author, host and deliver documentation across platforms and devices

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