Create a professional request for proposal in less time with our free RFP template.
An RFP is one of the most useful documents in procurement. It helps you explain what you need, invite suppliers to submit proposals, and compare responses in a structured way. But creating one from scratch can be time consuming, especially if you are unsure what to include.
That is why we have created a free RFP template you can download and customise for your own business.
Use it to save time, improve supplier responses, and make your procurement process more consistent.
Download your free RFP template now.
RFP stands for request for proposal.
A request for proposal is a document used by a business to ask suppliers to submit proposals for a product, service, project, or contract. It is usually used when the buyer needs more than a simple price quote.
An RFP helps suppliers understand what the buyer needs, why the project is being carried out, what requirements must be met, how proposals should be submitted, and how the winning supplier will be chosen.
For a general definition, Investopedia describes a request for proposal as a project announcement posted by an organisation to invite bids from contractors or suppliers. Read their request for proposal definition for more context.
An RFP template is a pre built document that gives you a clear structure for writing a request for proposal.
Instead of starting with a blank page, the template gives you the main sections you are likely to need. You can then edit the wording, add your own requirements, and tailor it to the project or supplier category.
A good RFP template helps you include the right information from the start, including project background, business objectives, scope of work, supplier requirements, pricing instructions, evaluation criteria, submission deadlines, and contact details.
This makes the process easier for your team and clearer for suppliers.
Using an RFP template saves time and reduces the risk of missing important information.
When every RFP is created from scratch, different teams may use different formats, ask different questions, or leave out key details. That can make supplier responses harder to compare.
A template gives you a consistent starting point.
It helps you:
It also helps suppliers. When the RFP is clear and well structured, they can respond with better information, fewer assumptions, and more accurate pricing.
A strong RFP template should include enough information for suppliers to understand the opportunity and submit a useful proposal.
The exact sections may change depending on your project, but most RFP templates include the following.
This section introduces your organisation.
It usually includes your company name, industry, background, and the team or department running the RFP. It helps suppliers understand who they are responding to and gives useful context about your business.
The project background explains why you are issuing the RFP.
This might include the problem you are trying to solve, what you currently have in place, what needs to change, and what has led to the supplier selection process.
Clear background information helps suppliers understand the bigger picture.
The objectives section explains what you want to achieve.
For example, you may want to reduce costs, improve service quality, replace an existing supplier, introduce new software, increase efficiency, or improve compliance.
Stating your objectives helps suppliers shape their proposal around outcomes rather than just features.
The scope of work explains what the supplier is expected to provide.
This may include products, services, deliverables, locations, volumes, timelines, support requirements, reporting requirements, and anything that is outside the scope.
A clear scope is one of the most important parts of an RFP. If the scope is unclear, suppliers may make different assumptions, which makes their proposals harder to compare.
This section explains what you expect from suppliers.
You may include requirements relating to experience, certifications, insurance, security, compliance, references, financial stability, service levels, or industry knowledge.
Supplier requirements help you filter out unsuitable vendors early in the process.
Proposal instructions tell suppliers how to respond.
This might include the required response format, document length, file type, submission method, deadline, and contact details.
The clearer your instructions are, the easier it is to review supplier responses consistently.
Evaluation criteria explain how proposals will be assessed.
Common criteria include price, quality, experience, service levels, implementation approach, risk, technical capability, support, and overall fit.
Including evaluation criteria helps suppliers understand what matters most and helps your internal team make a fair decision.
The timeline sets out the key dates in the RFP process.
This may include the RFP issue date, deadline for supplier questions, proposal submission deadline, presentation dates, decision date, and contract start date.
A clear timeline helps suppliers plan their response and keeps the process organised.
Most RFPs ask suppliers to provide pricing in a specific format.
This might include one off costs, recurring costs, implementation fees, support costs, optional extras, payment terms, and assumptions.
A consistent pricing format makes it easier to compare proposals side by side.
You should use an RFP when you need suppliers to explain how they would solve a problem or deliver a service.
An RFP is useful when:
If you only need a simple price for a clearly defined product or service, an RFQ may be more suitable. But if you need detail, comparison, and a structured decision process, an RFP is usually the better option.
A good RFP template is clear, practical, and easy to customise.
It should not be filled with unnecessary questions or complicated wording. The goal is to help suppliers understand what you need and respond in a way that makes comparison easier.
A good template should be:
The best RFP templates help both sides. They make life easier for the buyer and give suppliers the information they need to provide better proposals.
Even with a template, it is important to avoid common RFP mistakes.
If your requirements are unclear, suppliers will make assumptions. This can lead to proposals that are difficult to compare or do not match what you actually need.
Long RFPs can put suppliers off. Only ask for information that will help you make a decision.
If suppliers do not know how they will be assessed, they may focus on the wrong areas. Clear evaluation criteria improve proposal quality.
A rushed process can reduce the quality of responses. Give suppliers enough time to understand your requirements and prepare a proper proposal.
Price is important, but it should not be the only factor. A good RFP process should also consider quality, risk, experience, service levels, and long term value.
A free RFP template is a great starting point if you need to create a request for proposal quickly.
It gives you a clear structure and helps you avoid starting from scratch. For simple projects, a downloadable template may be all you need.
However, if your business runs regular RFPs, manages multiple suppliers, or needs better control over evaluation and approvals, dedicated RFP software can help you manage the process more efficiently.
RFP software can help with:
Start with the free template, then move to a more structured system when your process becomes more complex.
This free RFP template is useful for anyone who needs to request proposals from suppliers.
It can be used by:
Whether you are running your first RFP or improving an existing procurement process, the template gives you a practical starting point.
Creating an RFP does not need to be complicated.
With the right template, you can explain your requirements clearly, give suppliers better instructions, and make proposals easier to compare.
Download our free RFP template and customise it for your next supplier selection project.
Download the free RFP template now.
RFP stands for request for proposal. It is a document used by a buyer to ask suppliers to submit proposals for a product, service, project, or contract.
An RFP template is used to create a structured request for proposal. It helps buyers include the right information and makes it easier for suppliers to respond.
Yes. The RFP template is free to download and can be customised for your own business requirements.
Yes. You can edit the template to match your project, supplier category, internal process, and evaluation criteria.
An RFP template should usually include a company overview, project background, objectives, scope of work, supplier requirements, proposal instructions, evaluation criteria, timeline, pricing information, and submission details.
You should use an RFP template when you need to request detailed proposals from suppliers and compare their responses in a structured way.
An RFP is used when you want suppliers to propose a solution. An RFQ, or request for quotation, is usually used when you already know exactly what you need and mainly want suppliers to provide pricing.
An RFP template is useful because it saves time, improves consistency, reduces missing information, and helps suppliers submit clearer proposals.
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