Free RFP template generator
Create a request for proposal, quotation or information in minutes. Start from an industry template, adjust it, and download a ready-to-send PDF.
RFP vs RFQ vs RFI: which one do you need?
RFI Request for Information
Use it when you are still exploring the market. You ask open questions about capabilities, experience and pricing models, then shortlist the suppliers worth inviting to an RFP. Nothing is binding and responses are not scored.
RFP Request for Proposal
Use it when you know the problem but want suppliers to propose the solution. You describe goals, scope and constraints; suppliers respond with an approach, team, timeline and price, scored against criteria you publish in advance.
RFQ Request for Quotation
Use it when you know exactly what you are buying. You list the items and specifications; suppliers return prices, lead times and terms for the same list, so quotes can be compared like for like.
What to include in a request for proposal
A good RFP gives suppliers enough to quote accurately and gives you responses that are easy to compare. Most strong RFPs share the same sections:
- Introduction and background: who you are, what you want to achieve and why now. Two short paragraphs are enough.
- Scope and requirements: what must be delivered, written as outcomes and measurable conditions ("first response within one hour") rather than vague wishes ("fast support").
- Supplier requirements: certifications, insurance, references and documents you need before you can sign. Asking up front avoids discovering a missing SOC 2 report after you have chosen a supplier.
- Timeline: issue date, deadline for questions, response deadline, decision date and expected start.
- Budget: optional, but even a range saves both sides time on proposals that were never going to fit.
- Evaluation criteria and weights: how responses will be scored. Publishing them makes proposals focus on what matters to you.
- How to respond and terms: format, where to send it, how questions are handled and that the RFP does not commit you to award.
How to set evaluation criteria
Pick four to six criteria and give each a weight so that they add up to 100%. Price alone rarely predicts a good outcome for services; a common split for IT and software services is technical approach 30%, price 25%, experience 20%, security and compliance 15%, timeline and team 10%. For an RFQ, where the specification is fixed, price usually carries half the weight or more. Decide the weights before you open any response, and score each supplier independently before comparing notes.
Common mistakes that cost you good bids
- Deadlines that are too short. Good suppliers skip RFPs they cannot answer properly. Allow at least two to three weeks for a proposal and a week or more for a quote.
- Copy-pasted requirements. Requirements from an old project confuse suppliers and inflate prices. Keep only what applies.
- No security questions until the end. If suppliers will handle your data, ask for evidence of their controls in the RFP, not after you have picked a winner.
- Unclear pricing format. Ask for itemised pricing in one currency, with taxes and validity stated, or you will spend days normalising quotes.
- Inviting too many suppliers. Three to six serious responses are easier to evaluate than fifteen, and suppliers bid harder when the field is small.
After you send it
Answer supplier questions in writing and share the answers with everyone invited, so all responses are based on the same information. Score responses against your published criteria, shortlist two or three for a presentation, check references, and confirm the supplier requirements (certificates, insurance, security evidence) before you sign. On Sourceably, suppliers can attach a verified security scorecard to their bid, so that last step starts before you shortlist.
Frequently asked questions
Is this RFP generator free?
Yes. You can create and download as many RFPs, RFQs and RFIs as you like without creating an account.
Is my request uploaded anywhere?
No. The document is built and turned into a PDF in your browser. If you add your contact details and download it, Sourceably saves those contact details (not the document) so our team can help you find suppliers, unless you tick "Don’t contact me".
How long should an RFP be?
For most services, 4 to 10 pages. Long enough to describe scope, requirements and evaluation clearly, short enough that suppliers read all of it.
How many suppliers should I send an RFP to?
Usually three to six. Use an RFI first if you do not yet know which suppliers can do the work.
What is the difference between an RFP and a tender?
They are largely the same thing. "Tender" is more common in the UK, Europe and public procurement; "RFP" is more common in the US and in private-sector purchasing.
Can I edit the document after downloading?
Use "Copy text" to paste the full request into Word, Google Docs or an email and edit it there. Your draft also stays on this page while the browser tab is open.