[RFP Sample] What Is an RFP? How to Write One and a Checklist

A request for proposal (RFP) should be a document in every business's playbook. An RFP makes the process of finding and selecting a contractor clear and easy from the very start.

For busy business owners and marketing managers outsourcing work for their brand, knowing how to write an RFP saves time, money, and resources long-term.

In this guide, we'll cover what to include in an RFP, how to create one, examples of RFPs, and RFP templates. Let's get started.

1. Why Use an RFP

A request for proposal is a document a company creates when it wants to receive multiple bids for one (or several) outsourced projects.

For example, say you're an auto parts manufacturer looking to receive bids for a new advertising campaign to promote the opening of a new body shop. From the contractors or digital marketing agencies bidding for the work, you'll want to confirm the following:

• The scope of the project
• What your budget is
• What your deadline is
• Anything that could act as an obstacle and make the job harder or more time-consuming

In theory, you'll be dealing with many questions and prospective agencies, so having a document that records the key elements of the project ultimately saves time and money.

An RFP streamlines and automates the bidding process, letting you focus your energy on other aspects of the campaign.

2. The 7 Key Elements of an RFP

Every RFP differs slightly since every project and business is different, but a few elements appear in nearly every RFP to make life easier for both sides.

Here are a few things you should strongly consider adding to your own RFP.

2.1. Introduction

The introduction is the first thing a prospective contractor or agency will see about your business in the RFP. It should hold the most prominent position on the first page.

This is the space to explain your founders, officers, executives, mission statement, line of business, years in operation, and anything else you think people should know about your brand or products. You won't be able to go into project details here — that comes a bit later.

2.2. Scope of the Project

This space describes the project in as much detail as possible. List every micro and macro goal of the project. Explain in detail what you expect from the winning company.

Sticking with the auto parts example, you might write something like: "The winning company will have 10 years of experience running digital advertising campaigns for mid-sized automotive businesses."

By being as detailed as possible in this section of the RFP, you can screen out vendors who don't meet the basic qualifications for the project. It also helps qualified vendors put together a proposal that fits your needs.

2.3. Deadlines and Key Deliverables

One of the most important elements of any contract is the deadline. If you have a tight deadline, be sure to highlight this in the RFP. This is also the place to note any additional submission dates bidders should be aware of.

Doing so lets you screen out contractors who have other major, competing projects during your timeline (which would make it impossible for them to meet your needs).

2.4. Bid Selection Timeline

Think of this section as a courtesy to bidders. Bidders often put a lot of thought into their bids, so you'll want to let them know when the selection will take place and how you'll get in touch.

This also helps both your business and the contractors juggle multiple bids for multiple projects. Also make sure everyone on your side is aware of the selection date listed in the RFP so it doesn't get accidentally overlooked.

2.5. Selection Criteria

This part of the RFP helps achieve two things:

It makes bidders aware of all the bid requirements — the elements bidders need to include in their proposal to be seriously considered.

It informs contractors of all the business-related criteria you'll consider during the selection process.

If you're combining these two types of criteria, define them clearly within the RFP. Set up dedicated subsections for proposal criteria and vendor selection criteria so bidders know exactly where they stand.

2.6. Budget

Contractors need to know what budget you're working with so they can decide whether it's worth their time to submit a proposal for a contract that lacks the financial backing they need.

If you'd like to go into detail about the budget in this section, that's fine. If not, simply telling contractors how much room they have to work with is usually enough for them to put together an appropriate bid.

2.7. Concerns and Potential Obstacles

Every project comes with its own challenges. This page describes all the potential obstacles so prospective contractors are aware of them from the start.

For example: "The winning contractor should be aware that key stakeholders for this project will be on leave from [month] to [month]. The winning contractor is expected to set up a new point of contact partway through the project."

Some contractors have their own internal procedures that may prevent them from working with you if certain obstacles arise. Screening out these contractors during the selection process makes life easier for both you and the contractor.

3. RFP Checklist

Once you've built out your RFP template, you'll want to make sure it includes all the necessary elements before sending it to vendors.

It's impossible to create a one-size-fits-all checklist that covers every RFP element for every industry, but below is a checklist of the most common ones.

• Business contact (how the contractor can reach you)
• Point of contact (specifically who will run the project on the contractor's side)
• Introduction
• Scope of the project (including every granular task)
• Project deadline
• Proposal submission deadline
• Selection criteria
• Budget
• Concerns and potential obstacles
• A small section thanking the contractor (not required, but a nice touch)

4. In Closing

Choosing a good contractor is a key part of running a successful brand. Juggling numerous bids in a single quarter without an RFP can be stressful and time-consuming.

RFPs are best suited for companies that have the time and resources to create them and manage the distribution and results of those bids. Fortunately, many companies can put together professional RFP documents both online and in-house.

Whichever route you choose, having a detailed RFP template ready for your next project can take a lot of stress off your plate and let you get to work on other important parts of your business.