Request for Proposal (RFP) Template
An RFP is how a buyer invites vendors to bid — and a clear one attracts better, comparable proposals. This template lays out the background, scope and requirements, spells out evaluation criteria and the submission process, and sets the timeline, so vendors know exactly what to propose and how they'll be judged.
Last reviewed 2026-07-08
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Who you are, the project context, and the purpose of this RFP.
What you want to achieve — the outcomes a successful vendor will deliver.
The services/deliverables required, in enough detail for accurate bids.
Technical, functional and vendor requirements (experience, certifications).
Exactly what vendors must submit and how to structure it, for easy comparison.
How proposals will be scored (e.g. price 30%, experience 30%, approach 40%).
Key dates: questions due, proposals due, shortlist, decision, project start.
How, where and by when to submit, plus a point of contact for questions.
How to fill in each field
Scope & requirements
Describe the work and requirements precisely so bids are accurate and comparable.
Common mistake: Vague scope, producing wildly different, hard-to-compare proposals.
Evaluation criteria
Publish how you'll score proposals (and weightings) up front.
Common mistake: Hiding criteria, leading to misaligned bids and a harder decision.
Proposal format
Specify the required structure so every response is easy to compare.
Common mistake: No format guidance, so responses vary and comparison is painful.
Timeline & submission
State all key dates and exactly how/where to submit, with a contact.
Common mistake: Missing dates or submission rules, causing late or invalid bids.
Related templates & variants
An RFP is the buyer's request. The vendor responds with a business proposal; once awarded, the work is scoped in a statement of work.
A free business proposal template that wins deals — problem, solution, scope, pricing and acceptance.
A free statement of work template — objectives, scope, deliverables, timeline, milestones and acceptance criteria.
A free business proposal template you can export to PDF — locked, professional and ready to send.
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Frequently asked questions
What should an RFP include?+
An introduction and background, objectives, scope of work, technical and vendor requirements, the required proposal format, evaluation criteria with weightings, a timeline of key dates, and submission instructions with a contact.
What is the difference between an RFP and a proposal?+
An RFP (request for proposal) is issued by the buyer to solicit bids; a proposal is the vendor's response pitching how they'd do the work and at what price.
What is the difference between an RFP, RFQ and RFI?+
An RFI gathers information, an RFQ requests pricing for well-defined items, and an RFP solicits full proposals (approach + price) for a more complex need where how matters, not just cost.
Sources & further reading
- How to write a request for proposal (RFP) with template (Indeed)— indeed.com
- Request for proposal (RFP): definition & requirements (GovEagle)— goveagle.com
We review authoritative guidance when building each template. Links are for reference only.