How to Write a Powerful RFP [Free Template]

Clearly and concisely state your goals for the project and what you want the end result to look like. For example, if you’re looking for web designers to build new product pages for your business, you may want to specify that your main objectives are to increase conversions and improve user experience. Rather than assuming vendors will understand your priorities, you should outline them in detail so they have a comprehensive understanding of the project.

If you want to write a strong RFP, it’s important to strike a balance between too little detail and information overload. Potential vendors are less likely to read the entire RFP and respond to it if it’s unnecessarily long and technical. While you need to provide all the essential details vendors need to fully understand the scope of the project, your RFP must be scannable and easy to comprehend. Use formatting such as bullet lists and headings to aid readability.

Before writing your RFP, gather all the necessary research, such as facts, dates, statistics, and technical requirements. Consider the potential roadblocks or challenges vendors might face during the project, such as a limited budget or tight deadline. When outlining the scope of the work, describe the specific services you’ll need so vendors fully understand the responsibilities of the project. This prevents vendors who don’t have the capacity to meet your expectations from submitting an RFP (saving you both time and energy down the line). 

When drafting your RFP, start with a basic template and then fill in the essential information as necessary. Make sure you highlight your submission criteria for the proposals. You might specify a certain submission format (PDF, Microsoft Word document, etc.) or whether you want vendors to attach a portfolio of their work. You should also include the criteria you’ll use to evaluate proposals, such as previous experience, formal qualifications, cost, and availability.

It’s essential to proofread the content of your RFP before sending it out. Although spelling and grammatical errors are always distracting and unprofessional, it’s especially important to avoid them in your RFP. Proofreading mistakes (even subtle ones) can lead to misunderstandings that delay the start of your project. For example, if there’s a typo in your timeline or budget section, it could impact the proposal evaluation process and cause communication issues. 

Copyediting is also an important step in the RFP process. Beyond catching errors, editing ensures your RFP is clear, concise, and factually accurate. During the editing process, check that the language is clear, suitably formal, and avoids overly complex or unnecessary technical jargon. 

To save time so you can focus on your upcoming project, consider outsourcing proofreading and editing services to a professional proofreading company. Proofed for Business can take proofreading and editing your RFP off your plate and ensure it’s consistent with your brand and style guide. 

Once you’ve completed the editorial process, it’s time to send out your RFP. As you receive the proposals, evaluate them based on the criteria you’ve established. Narrow down your choices, and then consider conducting interviews or requesting additional information from vendors if necessary.

The best format is one that’s clear, concise, and easy to navigate. Be sure to use headings, subheadings, and bullet points to organize information logically, and consider including a table of contents for longer RFPs.

A request for bid template should be detailed enough to provide vendors with a clear understanding of the project’s requirements and expectations. Always include specific details about the scope of work, deliverables, timeline, and budget. Avoid overloading the document with unnecessary information that could overwhelm or confuse vendors.

Common mistakes to avoid in an RFP include being too vague about project requirements, setting unrealistic timelines, failing to provide evaluation criteria, and not being transparent about the budget. Additionally, avoid using overly technical language that may confuse vendors or limit the pool of potential bidders.

To make your RFP stand out, be clear and specific about your project needs, provide a realistic budget and timeline, and outline the benefits of working with your company. Engaging and straightforward communication can make your RFP more attractive to vendors.

Important questions to include in an RFP are those that help you assess the vendor’s ability to deliver the project. These might include questions about their experience with similar projects, their approach to problem-solving, and their ability to meet deadlines and stay within budget. Additionally, ask about their team’s qualifications and request case studies or references to support their proposal.