Learn how to Write a Request for Proposal (RFP) with Template & Pattern

Whether or not you’re working for a small company or a serious advertising agency, you’re most likely ultimately going to wish to fill out a Request for Proposal, or RFP.

Your organization can’t do the whole lot internally, and when your small business must buy a services or products from elsewhere, you may want to buy round. An RFP lets you acquire gives from numerous distributors and choose the seller that greatest meets your standards, each with regard to talent and funds.

Any time you outsource work to a provider, there is a potential for points resembling miscommunication across the scope of the work and the compensation. What RFP does is get rid of grey areas in order that each events perceive what must be delivered, when, and for a way a lot.

RFP Template

Right here, we’ve supplied an RFP template you’ll be able to comply with for preliminary construction, in addition to a pattern RFP for additional inspiration. Nevertheless it isn’t one-size-fits-all — you’ll have to tailor your RFP to greatest articulate your organization’s wants.

Obtain a free, editable RFP template.

Not that you simply’ve seen the template, how do you truly write an RFP? We’ve obtained you coated.

1. Outline your venture, scope, and funds.

Earlier than issuing your RFP, take the time to outline the venture you’re trying to full, its scope, and the way a lot you’ll be able to afford to spend. This info supplies the framework on your RFP and helps be sure that it strikes a stability between too basic and overly detailed. Not solely that, however it’ll assist potential distributors perceive your priorities and tailor their proposals accordingly.

On this step, attempt to present a transparent and concise description. Keep away from utilizing overly technical language or trade jargon that may very well be complicated to potential distributors. The distinction is refined, however could make a world of a distinction in serving to you obtain better-fit proposals. Right here’s an instance:

• Good: “Our firm is in search of a CRM system that integrates with our present advertising automation software program and supplies real-time reporting. The answer needs to be straightforward to make use of and scalable to accommodate our rising buyer base. Our funds for this venture is $50,000.”
• Not-so-good: “Our firm desires to implement a buyer relationship administration (CRM) system that integrates with our present advertising automation software program and supplies real-time reporting capabilities for our gross sales group to know buyer information extra rapidly and effectively. The answer needs to be scalable and versatile to accommodate our rising buyer base, and it needs to be straightforward to make use of for non-technical group members.”

You may see how the nice model supplies a transparent and concise description of the providers wanted, funds, and key necessities, whereas avoiding overly technical language and jargon that may very well be complicated. This makes it simpler for distributors to know what’s required and craft a proposal that meets your wants.

2. Present background and introductory info.

With funds and scope in hand, you can begin crafting your RFP. Whereas it’s tempting to dive proper into the main points, it’s a good suggestion to offer some background and introductory information about your organization. This helps set the stage for potential companions by giving them a way of your present market, enterprise targets, and present challenges.

Listed here are three suggestions for including background and introductory info to your RFP:

• Present an organization overview: Begin the RFP by offering a high-level overview of your organization, together with your historical past, mission, imaginative and prescient, and present market place. This info helps distributors perceive extra about your small business targets and supplies context for the venture. Distributors can use this info to tailor their proposals to your group’s values and aims.
• Spotlight present challenges and alternatives: We cowl this intimately later, nevertheless it bears repeating: Checklist the present challenges you’re going through, together with alternatives you’d prefer to capitalize on. This info helps distributors perceive particular areas of want and supply new or higher choices for you.
• Present contact info: Make sure to present an e mail deal with and cellphone quantity that distributors can use to submit questions on your RFP.

By offering an summary of your organization’s historical past, highlighting present challenges and alternatives, and offering clear contact info, you’ll be able to assist potential distributors craft a tailor-made proposal that aligns along with your group’s targets.

3. Describe the providers you’re in search of.

Now it’s time to get particular concerning the providers you’re in search of to assist obtain your targets. For instance, in case you’re constructing an internet site, you may look for a corporation with each front-end and back-end improvement expertise. When you’re making a cell app, spotlight the necessity for particular expertise in that space, resembling experience in responsive design and constructing functions for a number of cell platforms.

You may take numerous approaches when describing the providers you’re in search of in an RFP, however we at all times suggest incorporating bullet factors or breaking apart your info in order that it’s straightforward for distributors to scan. Listed here are two examples.

RFP for Content material Advertising Companies: Our firm is in search of an company to develop a novel content material advertising technique tailor-made particularly to our shopper base. The purpose of this venture is to draw and interact new clients whereas retaining present ones. Our superb vendor:

• Has expertise in creating content material in numerous codecs resembling weblog posts, social media, infographics, and movies
• Has expertise in web optimization optimization, key phrase analysis, and content material distribution
• Can leverage information and analytics to enhance content material efficiency

RFP for Video Manufacturing Companies: Our model’s content material group is in search of a video manufacturing firm to supply a sequence of movies for our YouTube channel. Our purpose is to construct model consciousness, drive net site visitors, and improve our YouTube advertising ROI. The perfect vendor:

• Has expertise in producing high-quality movies throughout numerous codecs resembling live-action, animation, screencast, whiteboard, and academic video
• Can present a extremely responsive, collaborative, and clear communication course of
• Has a transparent course of from ideation, manufacturing, revision, and last supply

4. Clarify any challenges or limitations to success for the venture.

Throughout the bidding course of, it’s essential to be clear about your venture’s potential limitations to success. By doing so, you give potential companions and distributors the chance to supply options to those challenges.

In any other case, companions or distributors could not totally perceive the scope of the venture and any potential difficulties which will come up. This lack of know-how might result in delayed timelines, elevated prices, or finally, venture failure.

Moreover, withholding the limitations to success might end in a scarcity of belief between your organization and the seller group. This will result in misaligned expectations and misunderstandings. However by being clear concerning the potential limitations to success, you’ll be able to improve the probability of discovering the precise vendor and finishing the venture efficiently.

5. Element your choice standards.

Subsequent up are the choice standards. Right here, you’ll be able to spotlight which expertise, providers, and market experience are required for consideration. That is the time to get particular: Clear descriptions of choice standards will assist cut back the danger of sorting by means of a number of proposals that don’t meet your wants.It will provide help to make an knowledgeable determination when choosing the right vendor for the venture.

Specifying the choice standards early on within the course of improves transparency. If distributors don’t meet the factors, they received’t submit a proposal, or they’ll optimize their proposals to satisfy your wants. This eliminates ambiguity, confusion, and frustration on either side, and avoids pointless backwards and forwards.

Plus, evaluating distributors towards the choice standards additionally ensures that the venture is awarded based mostly on goal judgment fairly than on subjective opinion.

Some examples of choice standards that you would be able to specify in an RFP are:

• Expertise: The seller ought to have in depth expertise in delivering initiatives much like the one described in your RFP.
• {Qualifications}: The seller ought to be capable to show their experience within the related expertise, software program, or methodology required to finish your venture.
• Value: The seller ought to present detailed pricing and be capable to show how their proposal matches inside your funds.
• References: The seller ought to present references from previous shoppers who’ve used their providers for comparable initiatives.
• Methodology: The seller ought to define their strategy to managing your venture, together with venture administration processes, sources administration, and venture supply timelines.
• Availability: The seller ought to present particulars of their capability to tackle the venture, the supply of their sources, and an anticipated supply timeline.
• Staff Profiles: The seller ought to embrace detailed profiles of the members of the group assigned to ship the venture, highlighting their expertise in related areas and their {qualifications}.
• Technical compatibility: The seller ought to be capable to guarantee compatibility with different applied sciences or methods utilized by your group, resembling different software program options or APIs.

6. Specify your venture’s timeline.

It’s additionally necessary to be up-front about your timelines. Give potential companions an finish date for RFP submission, a date for last choice, and a transparent start-to-finish venture timeline so corporations making a proposal can fine-tune their bid. This may even provide help to slender down the pool of potential distributors and be sure that the venture is accomplished on time.

A timeline advantages everybody all through the bidding course of. With a timeline in place, distributors obtain clear steering on when your venture have to be accomplished and might plan their sources accordingly, making certain well timed supply. The seller may also talk the required deadlines to their group, minimizing the danger of delays and making certain that your venture is delivered efficiently.

Right here’re an instance of what a timeline can seem like, however keep in mind that it’s going to differ relying in your RFP’s format, in addition to your goal distributors’ industries:

“The advertising division at HubSpot is trying to rent a digital advertising company to assist with a brand new promoting marketing campaign. Proposals have to be submitted by August 1st and the marketing campaign launch should happen no later than September fifteenth, in time for the back-to-school season.”

7. Proofread your RFP and go dwell.

Final however by no means least? Proofread your RFP — then proofread it once more. Why? As a result of even small errors might derail venture timelines. Contemplate a zero lacking in your funds particulars, or a miscommunication concerning the dates that proposals are due and choices are made; each might drive a restart of the complete RFP course of and waste valuable time.

Do not forget that your purpose is to ask as many proposals as potential, and to make it easy for distributors to reply. An unintentional typo, resembling a venture identify that you simply forgot to exchange or incorrect contact info, could make it that a lot more durable to extend your response charge.

When you’re glad that the whole lot in your RFP is correct and full, it’s time to go dwell. Ship out emails and submit hyperlinks in your web site to begin the method of discovering your best-fit supplier. To streamline this course of, think about proposal software program to publish and handle responses to your RFP.

Now that you simply perceive the fundamentals of writing an RFP, you’ll be able to construct your individual template after which fill it out so to begin accepting bids. We’ll use a fictitious firm, Caroline’s Web sites, Inc., as an example precisely how every part needs to be executed.

RFP Pattern

Mission Title or Description: Advertising Companies

Firm Title: Caroline’s Web sites, Inc.

Deal with: 302 Inbound Ave.

Metropolis, State, Zip Code: Boston, MA 29814

Procurement Contact Individual: Caroline Forsey

Phone Variety of PCP: 227-124-2481

Electronic mail Deal with of PCP: cforsey@consulting.com

Fax Quantity: N/A

Subsequent, we’ll go into every of the weather of the RFP with info utilizing the identical fictitious firm.

1. Write your background and introduction.

In your introductory paragraph, you’ll wish to embrace helpful background details about your organization — who based it, what services or products your organization gives, what units you aside from opponents, and the place you’re situated. If any vendor is critical about working with you, they’ll need this info earlier than shifting ahead.

Instance

Caroline’s Web sites, Inc. is an online design agency created by Caroline Forsey in 2010. Caroline’s Web sites, Inc. prides itself on a team-oriented, solutions-based strategy to net design. We offer our shoppers with net design providers together with coding, improvement, and branding. Our employees is situated in two places of work in Massachusetts.

2. Outline your venture targets and scope of providers.

Subsequent, you’ll wish to define the venture you want accomplished, and the targets you count on to perform from the venture. It’s necessary you get as particular as potential — even outlining particular person duties and standards concerned. You’ll wish to embrace phrases resembling “The award can be given to X agency,” with the “X” establishing the way you’ll decide one of the best candidate.

Instance

Caroline’s Web sites, Inc. is in search of the providers of a full-service communications and advertising agency to develop and execute a complete built-in advertising plan that will increase our web optimization presence; attracts extra social media followers; and successfully completes a lead technology marketing campaign. The award can be made to a responsive and accountable agency based mostly on one of the best worth {and professional} functionality.

The chosen agency can be accountable for the event and implementation of a complete and cost-effective advertising plan.

Duties embrace however will not be restricted to the next standards:

• Lead technology marketing campaign
• Paid media technique
• Manufacturing of inventive materials together with collateral and unsolicited mail
• On-line advertising marketing campaign
• Web site enhancement
• Search engine marketing
• Common account administration
• Different communications and/or marketing-related help as required

3. Element your anticipated choice schedule.

It’s essential you embrace an in depth schedule so distributors know if they’ll meet your deadlines. You’ll additionally want to present distributors a window for after they can ask questions relating to your venture.

Instance

The Request for Proposal timeline is as follows:

Request for RFP: June 1, 20XX

Deadline for Bidders to Submit Questions: July 5, 20XX

[Company Name] Responds to Bidder Questions: July 20, 20XX

Number of Prime Bidders / Notification to Unsuccessful Bidders: July 31, 20XX

Begin of Negotiation: August 5, 20XX

Contract Award / Notification to Unsuccessful Bidders: August 31, 20XX

4. Describe the time and place for the submission of proposals.

Just like paragraph #3, that is necessary info you’ll wish to clearly current, so distributors know the way and the place to submit themselves for consideration.

Instance

The RFP can be posted on our web site, Carolinewebsites.com, and may be downloaded from there straight as of 10 a.m. on June 1, 20XX.

Respondents to this RFP should submit one authentic and 5 copies of their proposal. Responses have to be acquired no later than July 25, 20XX. Responses needs to be clearly marked “RFP-MarketingServices” and mailed or delivered to the contact particular person listed above.

5. Clearly outline your timeline.

By together with a timeframe in your RFP, you’re in a position to get rid of any vendor who can’t work inside your time constraints. When you’re versatile in your time, you’ll be able to write one thing like, “Our firm hopes to complete the venture inside six months, however we’re open to negotiation for the precise candidate.”

Instance

Caroline’s Web sites, Inc. wants the venture accomplished inside 8 months.

6. Specify the important thing components of a proposal.

When you don’t define clearly and particularly what you count on bidders to incorporate of their proposal, you’ll be able to’t essentially fault them in the event that they don’t embrace it. It’s vital you define a guidelines so distributors know which components you’re anticipating to obtain. It’s additionally check for who’s able to dealing with your calls for — if a vendor can’t full all components of your proposal, you most likely can’t belief them to complete your venture, both.

Instance

A submission should, at a minimal, embrace the next components:

• Description of the agency that features a basic overview, names and credentials of inventive group, variety of full-time staff.
• A one-page narrative outlining the agency’s strengths and distinguishing expertise or capabilities as they could relate to Caroline’s Web sites, Inc.
• A consultant choice of social media adverts, direct response materials, collateral, and web site improvement created for present and previous shoppers.

7. Make your analysis standards clear.

Outlining your expectations will assist get rid of distributors who don’t meet them. For this part, you’ll wish to do some brainstorming along with your group to provide you with a compulsory checklist of things you are feeling are one of the best indicators of spectacular candidates. Your checklist might embrace samples of previous work, a confirmed success document with corporations in comparable industries, the experience and technical expertise to satisfy your calls for, and a price of providers inside your worth vary.

Instance

The profitable respondent can have:

• Expertise working as a advertising company for at least 24 months and possess full-service, in-house capabilities for advertising, inventive providers, manufacturing, media planning and placement, direct response, and analysis.
• The schooling, expertise, information, expertise, and {qualifications} of the agency and the people who can be obtainable to offer these providers.
• The aggressive value of providers.
• The experience of the agency in working with comparable clients.

8. Describe any potential roadblocks.

Right here, you’ll wish to define any roadblocks, resembling restricted sources or a customized web site, that may forestall sure distributors from efficiently finishing the venture. This lets you get rid of unsatisfactory bidders, and it’ll additionally provide help to decide which distributors have the talents and experience to deal with these challenges.

Instance

Right now, Caroline’s Web sites, Inc. presently has customized coding on our web site, of which bidders needs to be conscious.

9. State your funds for the venture.

Any vendor must know the way a lot you’re in a position to pay them for his or her providers earlier than they’ll transfer ahead with their bid.

Instance

Caroline’s Web sites, Inc.’s funds for the venture is $8,750.00.

These components have been written in a strategy to make clear the scope of the venture that Caroline’s Web sites, Inc. desires accomplished in order that suppliers know whether or not or to not make a bid. Defining the venture permits the bidder to find out if they seem to be a good match and the way a lot they’d probably cost. Being as clear as potential serves to profit (and even shield) each events in the long term.

Ideas for Writing an RFP

There are a number of key actions that you would be able to take to extend the probability of a vendor responding to your RFP. On the similar time, sure components may cause a vendor to be much less more likely to reply.

Listed here are some suggestions that will help you optimize your RFPs to realize a excessive response charge from distributors.

1. Present open traces of communication.

When you set up open communication traces with distributors throughout the bidding course of, you’re extra more likely to see the next response charge. Why? Offering entry to some extent of contact — or establishing a schedule for convention calls or in-person conferences — can present that your organization is invested within the vendor response course of.

We additionally suggest purposefully asking your potential distributors to hunt clarification. Encourage them to ask questions concerning the RFP and the venture itself. The extra they perceive your wants, the higher their proposals can be, and the simpler will probably be so that you can make an knowledgeable determination.

2. Don’t skimp on venture particulars, however hold it transient and scannable.

Distributors are much less probably to reply to RFPs if the venture particulars are inadequate or unclear. When you don’t present detailed directions and necessities on your venture, distributors could interpret the venture scope otherwise, inflicting them to submit proposals that don’t particularly deal with your wants.

Conversely, distributors are extra probably to reply to RFPs that present well-defined venture targets and timelines, as a result of that permits them to higher consider their skills and supply knowledgeable proposals.

That stated, you wish to hold your info as scannable as potential. Reap the benefits of formatting choices resembling bullet factors and headings. A vendor is probably going flipping by means of many RFPs in a day, so that you need them to get the knowledge they want after a short scan of your doc.

3. Set up a aggressive funds and ample deadline.

Distributors usually tend to be concerned with responding to your RFP in the event that they really feel that their pricing is aggressive, and in the event that they really feel that your deadline and timeline is affordable for the venture’s specs.

Alternatively, distributors could also be hesitant to ship you a proposal if there’s a brief deadline, or if the timeline is especially compressed. This might point out that your organization shouldn’t be permitting sufficient time for distributors to conduct analysis and submit correct proposals.

4. Analysis your goal vendor’s trade and market.

Have you ever ever purchased a bit of software program that you understand nothing about? Us, both, and we wouldn’t suggest you do the identical when contemplating submitted proposals to your RFPs.

Researching the seller market beforehand will help you develop extra sensible budgets, timelines, and targets. You may create extremely particular choice standards and higher determine which distributors will most definitely meet your funds and time constraints. 

With inadequate information concerning the market, you might by accident underestimate the sources required on your venture, or set unrealistic timelines and expectations. This miscommunication can misguide distributors, main them to both submit a proposal that’s not match or solely decide out of bidding.

Because the identify makes clear, RFIs are about accumulating info. They’re utilized by corporations to get a way of what options are available on the market and the way the businesses that supply these options might assist clear up a key drawback or full a key activity. RFIs ask corporations to submit information about what they do, what they provide, and the way they will help obtain particular targets.

RFPs, in the meantime, comply with RFIs. Utilizing the knowledge obtained from RFIs, corporations construct RFPs that element precisely what they’re in search of, how a lot they’re planning to spend, and the way distributors can be chosen. In impact, RFIs assist slender the scope of RFPs to assist streamline the choice course of.

Value noting? There’s additionally another choice if you understand precisely what services or products you’re in search of: Request for quote (RFQ). In contrast to an RFP, which asks potential companions to submit a proposal based mostly on their experience and expertise, an RFQ is about value: You’re asking a selected vendor what it might value to ship “X” service or answer in “Y” timeframe below “Z” situations.

Realizing Finest Outcomes for Your RFP

Your RFP units the stage for corporations to bid on initiatives which can be outdoors the scope of your inner experience — however are nonetheless vital for your small business to succeed.

Consequently, it’s value ensuring your RFP is obvious, concise, and captures the important thing particulars about your wants to assist discover the best-fit associate on your venture. Undecided the place to begin? Seize a replica of HubSpot’s free RFP template, comply with the steps above, and get your initiatives underway.

Editor’s be aware: This submit was initially revealed in June 2018 and has been up to date for comprehensiveness.