A request for proposal, commonly known as an RFP, is a document that organizations develop to request services from other vendors usually for a project or initiative. Usually, these vendors are specialists in their field such as app development agencies or marketing agencies.

The document outlines any project goals, requirements, deliverables, evaluation criteria, expectations from stakeholders, and any extra terms that should be disclosed. By doing so, it provides eligible vendors to have a clear picture of the project given, allowing them to propose detailed solutions and provide a quote more efficiently.

Six things any good RFP contains

While there is no ‘one-size-fits-all’ solution on how an RFP should be written, there are some key components to it that should not be missed out on.

1. Always provide context

The context is always important in any project involving multiple parties. You want to make sure that all parties involved understand when and how they should be contributing to the project as well as any background information that may be tied to other important factors such as the goals of the project.

Ensure it's crystal clear from the get-go. It's the same as in writing a catchy social media post or a marketing blog. If they aren't hooked from the beginning, they'll probably be moving onto the next email in their busy schedule.

2. Define the goal

By defining a clear and concise goal, it allows both your team and vendors to evaluate solutions and push the project further into its next steps.

Make sure the goal is achievable but ambitious, and that it can easily be measured and completed within a set timeframe.

3. Define the scope and budget

Another very important aspect of an RFP is understanding the scope of the project that defines how simple or complex the product would be. By doing so, it helps the vendor better estimate how to use their time in the most efficient way to deliver results that satisfy all the parties involved. Having a budget bracket is also important as it helps everyone set expectations and opens up the discourse to any future changes that may occur.

4. Outline the evaluation criteria

As the proposer of your project, you are also the judge of what is accepted as a solution. Defining a criteria acts as a point of reference for your vendors to define features and assign resources with clarity.

5. Provide a Timeline

Providing timelines and intermediate deadlines in your proposal is also important to set expectations for your vendors. It allows them to evaluate their resources and capabilities to make an informed decision on whether this project is compatible with them. While the dates may not the set in stone, a well-defined timeline is one that reflects the capabilities of the vendors with leeway to push or pull up deadlines (slightly) when possible.

6. Provide stakeholders all of your contact info and any legal considerations

Finally, mention any points of contact, positions, and roles of everyone involved in this project. Once the RFP is accepted and agreements are made, communication channels will be established with everyone on board knowing their roles and responsibilities. If your projects deals with potential sensitive information, it is also crucial to note any confidentiality agreements or terms that the vendors should follow.

Two things not to forget when crafting your RFP

Other than content, proper formatting, structure, clarity, and a good old review from a few different people can make the difference between your RFP getting you that vaunted proposal or being thrown in the trash.

Format well and structure

A well documented RFP brings clarity to everyone involved which eventually creates better alignment with everyone to ensure the smooth progression of the project. Make sure to have a clear hierarchy of information as well as using subheadings, spacing and (if applicable) icons to denote different sections of the RFP to make it more legible for everyone. Break up big blocks of texts in short, concise paragraphs, and ensure it all flows nicely. If they lose concentration, you could lose the sale.

Review your RFP to ensure it's picture-perfect

Before submitting, don’t forget get extra eyes on the document for a fresh take on everything and have them evaluate the RFP from a vendor's standpoint. Make sure to check for spelling and grammar errors and to also clarify any jargon that may not be obvious outside of your subject matter experts Once you are satisfied with the results, it’s time to forward it to all the eligible vendors!

You're now ready to write your own RFP!

Writing a good RFP requires a balance of specificity and clarity while allowing flexibility for innovative solutions. By following these steps, you can create an RFP that effectively communicates your needs and attracts quality proposals from vendors.

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by Raymond, Product & Content @ Raccoopack Media