Easy methods 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 in all probability finally going to wish to fill out a Request for Proposal, or RFP.

Your organization can’t do every little thing internally, and when what you are promoting must buy a services or products from elsewhere, you would possibly want to buy round. An RFP means that you can gather provides from varied distributors and choose the seller that greatest meets your standards, each with reference to talent and price range.

Any time you outsource work to a provider, there is a potential for points comparable to 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 offered an RFP template you’ll be able to observe for preliminary construction, in addition to a pattern RFP for additional inspiration. However it isn’t one-size-fits-all — you’ll must 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 really write an RFP? We’ve acquired you lined.

1. Outline your mission, scope, and price range.

Earlier than issuing your RFP, take the time to outline the mission 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 to your RFP and helps be sure that it strikes a stability between too normal and overly detailed. Not solely that, however it can 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 could possibly 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 looking for a CRM system that integrates with our current 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 price range for this mission is $50,000.”
• Not-so-good: “Our firm needs to implement a buyer relationship administration (CRM) system that integrates with our current advertising automation software program and supplies real-time reporting capabilities for our gross sales staff to grasp buyer knowledge 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 staff members.”

You’ll be able to see how the great model supplies a transparent and concise description of the providers wanted, price range, and key necessities, whereas avoiding overly technical language and jargon that could possibly be complicated. This makes it simpler for distributors to grasp what’s required and craft a proposal that meets your wants.

2. Present background and introductory info.

With price range and scope in hand, you can begin crafting your RFP. Whereas it’s tempting to dive proper into the small print, it’s a good suggestion to supply some background and introductory knowledge about your organization. This helps set the stage for potential companions by giving them a way of your present market, enterprise objectives, and present challenges.

Listed here are three ideas 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 what you are promoting objectives and supplies context for the mission. 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: Record the present challenges you’re dealing with, 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: Be sure you present an e mail deal with and telephone 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 objectives.

3. Describe the providers you’re searching for.

Now it’s time to get particular concerning the providers you’re searching for to assist obtain your objectives. For instance, in the event you’re constructing an internet site, you would possibly look for an organization with each front-end and back-end improvement expertise. In the event you’re making a cell app, spotlight the necessity for particular expertise in that space, comparable to experience in responsive design and constructing purposes for a number of cell platforms.

You’ll be able to take varied approaches when describing the providers you’re looking for in an RFP, however we all the time advocate 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 and marketing Providers: Our firm is searching for an company to develop a novel content material advertising technique tailor-made particularly to our client base. The objective of this mission is to draw and interact new prospects whereas retaining present ones. Our splendid vendor:

• Has expertise in creating content material in varied codecs comparable to weblog posts, social media, infographics, and movies
• Has expertise in search engine optimisation optimization, key phrase analysis, and content material distribution
• Can leverage knowledge and analytics to enhance content material efficiency

RFP for Video Manufacturing Providers: Our model’s content material staff is searching for a video manufacturing firm to supply a sequence of movies for our YouTube channel. Our objective is to construct model consciousness, drive net visitors, and enhance our YouTube advertising ROI. The perfect vendor:

• Has expertise in producing high-quality movies throughout varied codecs comparable to 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 remaining supply

4. Clarify any challenges or obstacles to success for the mission.

In the course of the bidding course of, it’s essential to be clear about your mission’s potential obstacles 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 might not totally perceive the scope of the mission and any potential difficulties that will come up. This lack of understanding may result in delayed timelines, elevated prices, or finally, mission failure.

Moreover, withholding the obstacles to success may end in a scarcity of belief between your organization and the seller staff. This will result in misaligned expectations and misunderstandings. However by being clear concerning the potential obstacles to success, you’ll be able to enhance the probability of discovering the fitting vendor and finishing the mission 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 scale back the danger of sorting by way of a number of proposals that don’t meet your wants.This can make it easier to make an knowledgeable determination when selecting the right vendor for the mission.

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

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

Some examples of choice standards that you could specify in an RFP are:

• Expertise: The seller ought to have in depth expertise in delivering tasks just like the one described in your RFP.
• {Qualifications}: The seller ought to be capable of reveal their experience within the related expertise, software program, or methodology required to finish your mission.
• Price: The seller ought to present detailed pricing and be capable of reveal how their proposal suits inside your price range.
• References: The seller ought to present references from previous shoppers who’ve used their providers for comparable tasks.
• Methodology: The seller ought to define their method to managing your mission, together with mission administration processes, sources administration, and mission supply timelines.
• Availability: The seller ought to present particulars of their capability to tackle the mission, the provision of their sources, and an anticipated supply timeline.
• Crew Profiles: The seller ought to embrace detailed profiles of the members of the staff assigned to ship the mission, highlighting their expertise in related areas and their {qualifications}.
• Technical compatibility: The seller ought to be capable of guarantee compatibility with different applied sciences or programs utilized by your group, comparable to different software program options or APIs.

6. Specify your mission’s timeline.

It’s additionally essential to be up-front about your timelines. Give potential companions an finish date for RFP submission, a date for remaining choice, and a transparent start-to-finish mission timeline so corporations making a proposal can fine-tune their bid. This can even make it easier to slim down the pool of potential distributors and be sure that the mission 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 mission should be accomplished and may plan their sources accordingly, making certain well timed supply. The seller may also talk the mandatory deadlines to their staff, minimizing the danger of delays and making certain that your mission is delivered efficiently.

Right here’re an instance of what a timeline can appear to be, however keep in mind that it’ll 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 should 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 stay.

Final however by no means least? Proofread your RFP — then proofread it once more. Why? As a result of even small errors may derail mission timelines. Think about a zero lacking in your price range particulars, or a miscommunication concerning the dates that proposals are due and picks are made; each may power a restart of the whole RFP course of and waste valuable time.

Do not forget that your objective is to ask as many proposals as attainable, and to make it easy for distributors to reply. An unintentional typo, comparable to a mission identify that you simply forgot to switch or incorrect contact info, could make it that a lot more durable to extend your response charge.

When you’re glad that every little thing in your RFP is correct and full, it’s time to go stay. Ship out emails and put up hyperlinks in your website to begin the method of discovering your best-fit supplier. To streamline this course of, take into account 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 personal template after which fill it out in an effort to begin accepting bids. We’ll use a fictitious firm, Caroline’s Web sites, Inc., for example precisely how every part needs to be executed.

RFP Pattern

Venture Title or Description: Advertising and marketing Providers

Firm Title: Caroline’s Web sites, Inc.

Tackle: 302 Inbound Ave.

Metropolis, State, Zip Code: Boston, MA 29814

Procurement Contact Individual: Caroline Forsey

Phone Variety of PCP: 227-124-2481

E-mail Tackle 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 provides, what units you other than rivals, and the place you’re situated. If any vendor is severe about working with you, they’ll need this info earlier than transferring ahead.

Instance

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

2. Outline your mission objectives and scope of providers.

Subsequent, you’ll wish to define the mission you want accomplished, and the objectives you anticipate to perform from the mission. It’s essential you get as particular as attainable — even outlining particular person duties and standards concerned. You’ll wish to embrace phrases comparable to “The award can be given to X agency,” with the “X” establishing the way you’ll decide the most effective candidate.

Instance

Caroline’s Web sites, Inc. is looking for the providers of a full-service communications and advertising agency to develop and execute a complete built-in advertising plan that will increase our search engine optimisation 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 the most effective 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 is probably not restricted to the next standards:

• Lead technology marketing campaign
• Paid media technique
• Manufacturing of inventive materials together with collateral and junk mail
• On-line advertising marketing campaign
• Web site enhancement
• SEO
• Basic 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 will meet your deadlines. You’ll additionally want to provide distributors a window for after they can ask questions relating to your mission.

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 High 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 essential info you’ll wish to clearly current, so distributors understand how and the place to submit themselves for consideration.

Instance

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

Respondents to this RFP should submit one unique and 5 copies of their proposal. Responses should be acquired no later than July 25, 20XX. Responses needs to be clearly marked “RFP-MarketingServices” and mailed or delivered to the contact individual 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. In the event you’re versatile in your time, you’ll be able to write one thing like, “Our firm hopes to complete the mission inside six months, however we’re open to negotiation for the fitting candidate.”

Instance

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

6. Specify the important thing components of a proposal.

In the event you don’t define clearly and particularly what you anticipate 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 important 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 in all probability can’t belief them to complete your mission, both.

Instance

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

• Description of the agency that features a normal overview, names and credentials of inventive staff, variety of full-time staff.
• A one-page narrative outlining the agency’s strengths and distinguishing expertise or capabilities as they may relate to Caroline’s Web sites, Inc.
• A consultant collection of social media advertisements, 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 staff to give you a compulsory listing of things you’re feeling are the most effective indicators of spectacular candidates. Your listing may embrace samples of previous work, a confirmed success file with corporations in comparable industries, the experience and technical expertise to fulfill 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 training, expertise, data, expertise, and {qualifications} of the agency and the people who can be accessible to supply these providers.
• The aggressive value of providers.
• The experience of the agency in working with comparable prospects.

8. Describe any attainable roadblocks.

Right here, you’ll wish to define any roadblocks, comparable to restricted sources or a customized web site, that may forestall sure distributors from efficiently finishing the mission. This lets you get rid of unsatisfactory bidders, and it’ll additionally make it easier to decide which distributors have the abilities and experience to sort out these challenges.

Instance

Presently, Caroline’s Web sites, Inc. at present has customized coding on our web site, of which bidders needs to be conscious.

9. State your price range for the mission.

Any vendor must understand how 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 price range for the mission is $8,750.00.

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

Suggestions for Writing an RFP

There are a number of key actions that you could 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 prone to reply.

Listed here are some ideas that can assist you optimize your RFPs to realize a excessive response charge from distributors.

1. Present open traces of communication.

In the event you set up open communication traces with distributors in the course of the bidding course of, you’re extra prone to see the next response charge. Why? Offering entry to a degree 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 advocate purposefully asking your potential distributors to hunt clarification. Encourage them to ask questions concerning the RFP and the mission itself. The extra they perceive your wants, the higher their proposals can be, and the better it is going to be so that you can make an knowledgeable determination.

2. Don’t skimp on mission particulars, however preserve it transient and scannable.

Distributors are much less possible to reply to RFPs if the mission particulars are inadequate or unclear. In the event you don’t present detailed directions and necessities to your mission, distributors might interpret the mission scope otherwise, inflicting them to submit proposals that don’t particularly deal with your wants.

Conversely, distributors are extra possible to reply to RFPs that present well-defined mission objectives and timelines, as a result of that permits them to raised consider their skills and supply knowledgeable proposals.

That mentioned, you wish to preserve your info as scannable as attainable. Benefit from formatting choices comparable to bullet factors and headings. A vendor is probably going flipping by way of many RFPs in a day, so that you need them to get the knowledge they want after a quick scan of your doc.

3. Set up a aggressive price range and ample deadline.

Distributors usually tend to be fascinated 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 cheap for the mission’s specs.

Then again, 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 will not 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 recognize nothing about? Us, both, and we wouldn’t advocate you do the identical when contemplating submitted proposals to your RFPs.

Researching the seller market beforehand will help you develop extra real looking budgets, timelines, and objectives. You’ll be able to create extremely particular choice standards and higher determine which distributors will probably meet your price range and time constraints. 

With inadequate data concerning the market, you could possibly unintentionally underestimate the sources required to your mission, or set unrealistic timelines and expectations. This miscommunication can misguide distributors, main them to both submit a proposal that isn’t match or completely decide out of bidding.

Because the identify makes clear, RFIs are about amassing info. They’re utilized by corporations to get a way of what options are in the marketplace and the way the businesses that provide these options may assist remedy a key drawback or full a key job. RFIs ask corporations to submit knowledge about what they do, what they provide, and the way they will help obtain particular objectives.

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

Value noting? There’s additionally an alternative choice if you recognize precisely what services or products you’re searching for: 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 resolution in “Y” timeframe underneath “Z” situations.

Realizing Greatest Outcomes for Your RFP

Your RFP units the stage for corporations to bid on tasks which can be exterior the scope of your inside experience — however are nonetheless important for what you are promoting to succeed.

Because of this, it’s value ensuring your RFP is obvious, concise, and captures the important thing particulars about your wants to assist discover the best-fit companion to your mission. Undecided the place to begin? Seize a replica of HubSpot’s free RFP template, observe the steps above, and get your tasks underway.

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