An RFP (request for proposal) is a document used by organizations to receive offers for goods or services from potential suppliers. The structure of an RFP varies, but it typically includes the purpose of the document, general information about the entity, and a format that can be broad or detailed. Sample scenarios may also be included, and free templates are available online.
Commonly referred to as an RFP, the request for proposal is a document used by many organizations to receive offers for services or goods from potential suppliers. The exact structure of an RFP will vary from situation to situation. This means that the formula for how to write an RFP will depend heavily on the culture of the entity issuing the request and what they hope to learn from the responses. Here are some examples of elements that are found in many RFPs regardless of the industry or organization involved.
As with many business writing endeavors, a proper RFP will start by stating the purpose of the document. This can usually be summed up in a few sentences and allows applicants or parties invited to submit a formal proposal to know exactly what the issuing body is looking for in terms of services or goods. Even the most casual formats for an RFP will include information like this.
In addition to stating the purpose or reason for the RFP, it’s not unusual to include some general information about the entity. The information usually provides limited details about the size of the business, the number of locations it currently operates, and any immediate plans for expansion that could affect responses from applicants. Usually, the detail is not meant to be comprehensive. However, it is usually sufficient to allow applicants to conduct research on their own to broaden their understanding of the needs of the party issuing the RFP.
In structure, a RFP can be very broad or very detailed. Some requests are no longer than one page and include only general guidelines for submission, such as some specific areas to address, such as submitting the finished proposal, and the deadline date for all proposals. Other RFPs provide specific sections and a format that must be followed without errors.
There are advantages to both of these approaches to RRP formatting. The broad format ensures that the necessary information is contained in the body of the response, but allows the entity to get a sense of how each requester presents when given ample leeway in response. Conversely, a highly structured format tells the requester exactly how to arrange the data in a way that is certain to have meaning to the issuing entity. At the same time, the global structure allows you to literally compare the answers of several respondents side by side, going down the list of sections one by one.
Depending on the type of service or goods involved, the RFP may contain sample scenarios that illustrate what the RFP needs from a vendor in both routine and emergency situations. For example, if the RFP is for teleconferencing services, the originator might want to know if the vendor can guarantee that a certain number of ports or lines will be available even during peak periods. The vendor may also address specific issues such as implementing a company-wide emergency support network or whether the vendor can handle the scheduling and execution of unannounced conference calls.
Businesses or other organizations that need to issue an RFP but aren’t sure how best to structure the document can often begin the process by using one of the many free RFP template options available online. These templates can be modified as needed. In some cases, the templates will come with at least one Proposal Sample Request, which will serve as a guide for the individual or team preparing the RFP.
Protect your devices with Threat Protection by NordVPN
