A ready-to-use RFP template
A request for proposal (RFP) is the document you send to vendors when you want them to propose a solution — not just quote a price — and you intend to evaluate them on more than cost. The template below contains every section a complete RFP needs. Copy it, fill in the bracketed prompts, delete what does not apply, and you have a structured, defensible RFP in an afternoon.
Key takeaways
- A good RFP template covers background, scope, requirements, timeline, evaluation criteria, pricing, and response format.
- Define and weight your evaluation criteria before you issue, so scoring is consistent and the award is defensible.
- Use an RFP when the solution is complex; use an RFQ when price is the deciding factor on well-defined items.
- Clear, specific requirements produce comparable proposals — vagueness produces noise.
- Pair this template with the pre-issue checklist at the end before you hit send.
If you want the reasoning behind each section, our step-by-step guide on how to write an RFP walks through the craft, and the RFP process reference covers the full lifecycle from planning to award. For where the RFP fits among other sourcing documents, see RFP vs RFQ vs RFI.
The copy-paste RFP template
RFP Template — copy from here
[Company name] is [one-line description]. We are issuing this RFP to select a [solution/service] partner for [objective]. State who you are, why you are running this RFP, and the outcome you want.
The selected vendor will [deliverables]. Success means [measurable outcomes]. Define the boundaries of the work and what is explicitly out of scope.
Functional requirements: [list]. Technical requirements: [list]. Mandatory vs preferred: [mark each]. Be specific — this is what makes proposals comparable.
RFP issued: [date]. Questions due: [date]. Proposals due: [date]. Shortlist/demos: [date]. Award: [date]. Go-live: [date].
Solution fit [X%], experience & references [X%], implementation approach [X%], support [X%], total cost [X%]. Publish the weighting so vendors know what matters.
Provide pricing in [format]: licence/subscription, implementation, support, and any usage-based fees. State assumptions and the price-hold period.
Submit by [method] no later than [date/time/timezone]. Format: [page limit / sections]. Contact for questions: [name/email]. No contact with other staff during the process.
Confidentiality, validity period, right to reject, required certifications/insurance, and any standard contract terms. Attach reference templates and a response form.
End of template
Need a price-focused version instead? Our RFQ template is built for well-defined items where firm pricing, not approach, is the decision.
How to use this template
The template is a frame, not a fill-in-the-blanks shortcut. Four steps turn it into a strong RFP:
- Define the outcome first. Before touching the document, write one sentence describing what a successful award looks like. Every requirement should trace back to it.
- Make requirements specific and testable. "Must integrate with our ERP" is weak; "Must provide a certified, bi-directional connector to [ERP] for PO and invoice data" is strong. Mark each requirement mandatory or preferred.
- Set and weight evaluation criteria up front. Decide how you will score before you issue, and publish the weighting. This is the single biggest driver of a fair, defensible decision.
- Control the Q&A. Route all questions through one contact and share answers with every vendor. It keeps the process clean and the comparison honest.
Running RFPs at scale?
RFP and e-sourcing AI tools draft questionnaires, distribute to vendors, and auto-score responses against your weighted criteria.
When to use an RFP (vs RFQ or RFI)
Choosing the right document saves everyone time. The quick rule:
| Document | Use when | Decided mainly on |
|---|---|---|
| RFI | You need to understand the market or shortlist vendors early | Information, not award |
| RFP | The solution is complex and approach/quality matters | Weighted criteria incl. cost |
| RFQ | Items are well defined and you want firm prices | Price |
If you are still deciding, the deeper explainer on what an RFP is clarifies the intent, and the RFP vs RFQ vs RFI comparison lays the three side by side.
"The quality of the proposals you get back is set the moment you hit send. A vague RFP guarantees vague responses — and an award you'll struggle to defend."
Pre-issue checklist
Run this checklist before the RFP leaves your hands:
- Outcome statement written and every requirement traces to it
- Requirements marked mandatory vs preferred and free of jargon
- Evaluation criteria defined and weighted, included in the document
- Realistic timeline with a clear questions-due and proposals-due date
- Pricing format specified so responses are comparable
- Single point of contact named; internal team briefed not to engage vendors
- Legal, security, and procurement stakeholders have reviewed terms
- Response format and page limits stated to keep proposals scannable
For the strategy that should sit behind any RFP — knowing what you are buying and why — our procurement buyer's guide and the framework for how to evaluate vendors objectively are the natural next reads. When the RFP is for software, the stack builder helps you frame requirements around a coherent toolset.
Frequently asked questions
Keep going: read how to write an RFP, grab the RFQ template, or browse more templates and references on the procurement blog.