Request for Proposal (RFP)
An RFP you can send to suppliers: background, scope, a requirements table, weighted evaluation criteria that add up to 100, the schedule, how to submit and the terms.
Free. Fill in, print, save as PDF or download as Word without an account. Saving to your account needs a free account.
Country versions
- International
- Korea *
- Japan *
- Germany *
* check with local advice
A template, not advice.
Read more
What it is
A request for proposal (RFP) is the document a buyer sends to several suppliers to ask how they would solve a problem and at what price. It is used when there is no list price and the approach and the cost differ from supplier to supplier: software, a website, consulting, building services, a logistics contract. A well-built RFP lets every supplier answer the same questions in the same order, so you compare content instead of sales pitches.
This template sets out the whole request in two to three pages: who is asking and whom to contact, the background and goals, the scope of work, a requirements table with a priority for each line and a column in which the bidder answers, what every proposal must contain, evaluation criteria with weights that the form adds up for you, the schedule, how to submit and the terms. It closes with the plain statement that an RFP is an invitation and not an offer.
When to use it
- You are buying something that suppliers will price differently, such as software, a website, a service contract or a refurbishment.
- You want to compare three or more proposals fairly, against the same criteria.
- You need to record why a supplier was chosen, for a manager, a board or an auditor.
- Budget and deadline are roughly fixed and you want to hear what suppliers can offer within them.
How to fill it in
- Check the issuing organisation and the contact who answers questions; both are filled from your saved details.
- Describe the background and goals in a few sentences, then the scope: what is included and, if useful, what is not.
- List the requirements one per line and give each a priority: must have, should have or nice to have.
- Tick what every proposal must contain, then set the evaluation criteria and their weights until the total shows 100.
- Set the dates for questions, the deadline, presentations and the decision. The date until which proposals stay valid is worked out for you.
- Check the preview, then print, save as PDF or download Word, so that bidders can answer in the requirements table.
Common mistakes
- Weights that add up to 95 or 120, which is hard to explain later. The total beside the criteria table shows it at once.
- Writing requirements as solutions ("use product X") instead of needs, which narrows the field for no reason.
- Marking every line as must have, so that the priority column tells bidders nothing.
- Leaving the time of the deadline or the way of submitting unclear.
- Sending different versions to different bidders, or answering one bidder's question without telling the others.
Steps at a glance
- Fill in
- Check the preview
- Save as PDF, Word or Excel
Country versions
Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.
- International (XX): Written in English, Korean, Japanese, German
- Korea (KR): Written in Korean, English – check with local advice
- Japan (JP): Written in Japanese, English – check with local advice
- Germany (DE): Written in German, English – check with local advice
Designs
The same form in several designs. The fields and the wording stay the same; only the look changes.
- Ledger
- Banner
- Executive
- Classic
- Modern
- Formal
- Minimal
- Side band
- Compact
- Boxed form
- Warm
- Plain (black and white)
Your details fill it in
Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.
Questions
- Does sending an RFP commit me to buy?
- No. The terms at the end say that an RFP is an invitation to submit proposals, not an offer, and that you may change, suspend or cancel the process. Rules for public bodies can differ, so check them if you are one.
- Should I state my budget?
- It is optional. A range helps suppliers propose something realistic; leaving it out shows you a wider spread of prices. Decide by the kind of project.
- Can a public authority use this form?
- It is a general template for private buyers and for preparing a notice. Public authorities usually have to follow formal tender rules and forms, which this sheet does not replace.
- How are the evaluation weights used?
- They are the points each criterion can earn. The table shows the total so you can see whether it equals 100; the scoring itself is yours to decide, and you can describe the method in the scoring field.
- Is this legal advice?
- No. It is a general template. For large or regulated purchases, have the wording of the terms checked by someone qualified.
- Is this form legal, tax or accounting advice?
- No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
- Which countries and designs does it come in?
- It comes in 4 country versions: International, Korea, Japan, and Germany. 12 designs.
A form is a template, not legal, tax or accounting advice. Rules differ by country and case.