What is an RFP?
A request for proposal (RFP) is a formal document that organizations issue when they want to receive proposals from multiple vendors for a specific software project. It outlines project goals, technical and business requirements, evaluation criteria, deadlines, and submission guidelines.
RFPs are typically used when a client wants to compare vendors based on price, quality, and approach before selecting a partner.
Typical RFP components
An RFP usually includes:
- Company background - who they are and what they do
- Project overview - high-level summary of the work
- Requirements - detailed functional and technical needs
- Timeline - project milestones and delivery dates
- Budget range - sometimes stated, sometimes hidden
- Evaluation criteria - how proposals will be judged
- Submission guidelines - file format, deadline, contact info
- Terms and conditions - legal or compliance details
Should you respond to every RFP?
Not always. Before spending time on a proposal, evaluate:
- ✅ do we have relevant experience?
- ✅ can we deliver within their timeline and budget?
- ✅ do we meet the required skills and tech stack?
- ❌ is it a mass RFP with dozens of bidders?
- ❌ does the client already have a preferred vendor?
Common red flags
- unrealistic budget or timeline
- vague or incomplete requirements
- unclear decision process
- too much focus on lowest price
- no opportunity to ask questions
How to write a winning RFP response
1. Read everything carefully
- review requirements, format rules, and deadlines
- identify evaluation criteria
- note submission and Q&A timelines
2. Ask questions
Use the clarification phase to:
- confirm assumptions
- clarify vague points
- show that you think critically and care about accuracy
3. Structure your proposal
Executive summary
- briefly describe your understanding of the problem and your proposed solution
Understanding of requirements
- summarize key needs and challenges
- align your approach with their business goals
Proposed solution
- describe the process, methodology, and deliverables
- outline the technology stack and integrations
Timeline and milestones
- present a realistic schedule
- highlight critical dependencies
Team and experience
- show who will be involved and relevant case studies
Pricing
- clear cost breakdown
- payment schedule and exclusions
Terms and conditions
- warranty, IP ownership, change management, support
4. Make it easy to scan
- use bullet points and subheadings
- include visuals or charts when helpful
- emphasize clarity and structure
5. Prove your credibility
- include 2-3 short case studies
- provide testimonials or references
- mention certifications or industry awards
Typical RFP response timeline
| Days before deadline | Activity |
|---|---|
| 14-21 days | read RFP, decide whether to respond |
| 10-14 days | submit clarification questions |
| 7-10 days | draft main proposal |
| 3-7 days | internal review and refinement |
| 1-3 days | proofreading and polish |
| Deadline | submit (preferably early) |
Common RFP mistakes
- sending generic templates instead of tailored proposals
- ignoring submission requirements (wrong format or late)
- focusing only on price, not value
- being too technical instead of business-oriented
- forgetting an executive summary
- missing the deadline even by minutes
RFP vs. RFI vs. RFQ
| Document | Purpose | When used |
|---|---|---|
| RFI (request for information) | gather initial insights from vendors | early research phase |
| RFP (request for proposal) | collect detailed proposals | when comparing solutions |
| RFQ (request for quote) | request fixed pricing | when scope is already clear |
After submitting an RFP response
- Confirm receipt with the contact person
- Be available for follow-up questions
- Prepare for potential finalist presentations
- Stay professional even if you don’t win, maintain the relationship
When to skip an RFP
It’s often better not to respond if:
- requirements are unclear or incomplete
- budget is far below realistic cost
- decision appears predetermined
- RFP is purely exploratory (no real intent to buy)
Your time is valuable so choose opportunities strategically.
FAQ
What is an RFP in software development?
It’s a document issued by a client inviting vendors to submit proposals describing how they would deliver a project.
What should an RFP include?
Company background, project overview, detailed requirements, budget, evaluation criteria, and submission instructions.
How do you respond to an RFP effectively?
Read carefully, ask clarifying questions, tailor your proposal to the client’s goals, and make it easy to scan.
What’s the difference between RFP, RFI, and RFQ?
RFI gathers general info, RFP requests detailed proposals, and RFQ focuses on pricing when the scope is already defined.
When should you skip responding to an RFP?
When requirements are unclear, budget unrealistic, or competition is too high to justify the effort.