Request for Proposal (RFP) Template — Get the Right Vendor with Clear Requirements
A Request for Proposal (RFP) is a formal document that businesses use to solicit competitive bids from vendors for goods or services. It outlines your project needs, selection criteria, and proposal guidelines — helping you attract qualified bidders and make informed decisions.
LegalSimpli’s RFP template is designed for teams with limited procurement experience who want to create a clear, legally sound, and professionally structured document. No legal background or jargon required.
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Table of Contents
What Is a Request for Proposal (RFP)?
A Request for Proposal (RFP) is a formal written request that an organization issues when it needs specific goods, services, or solutions from an external vendor or contractor. The RFP outlines the project’s requirements, goals, timeline, and evaluation process so that vendors can submit detailed proposals that meet those criteria.
The purpose of an RFP is to give vendors a fair and consistent opportunity to bid on a project while allowing your business to compare options objectively. An RFP includes not just what you want to buy, but how you'll evaluate responses — including things like cost, technical approach, experience, and support.
Unlike informal quotes or one-off emails, an RFP gives your procurement process structure and transparency. It also protects your business by documenting expectations in writing and reducing the risk of scope confusion later.
When Do You Need a Request for Proposal?
You should consider using an RFP whenever you're procuring something that is complex, high-value, or open to multiple interpretations. This includes professional services, software development, large purchases, construction projects, or marketing campaigns. An RFP is particularly useful when:
Using an RFP shows that your organization takes the process seriously. It demonstrates fairness, professionalism, and a commitment to evaluating vendors based on consistent criteria — which can also lead to better pricing and better proposals.
What Happens If You Don’t Use an RFP?
When you don’t use an RFP — especially for a large or important project — you risk making a decision without enough information. Vendors may offer wildly different solutions, pricing structures, and timelines, making it difficult to compare your options effectively.
You end up selecting a vendor based on price alone, without considering fit, quality, or support
Proposals don’t include all the information you need, forcing you to follow up repeatedly
Vendors misinterpret your goals, leading to scope changes, delays, or budget overruns
Internal team members may not agree on the selection, since expectations weren’t aligned upfront
How to Complete a Request for Proposal
Creating an RFP can feel overwhelming if you’ve never done it before. But with LegalSimpli’s guided template, the process becomes straightforward. You’ll complete each section in plain language — with tips and examples along the way.
Here’s how it works:
- Step 1: Describe Your Organization and Project
Start with a brief introduction to your company, your mission, and what you’re trying to achieve. This helps vendors understand your context.
- Step 2: Define the Scope of Work
Outline what you're asking the vendor to do. This can include deliverables, milestones, timelines, and performance expectations. Be as clear and specific as possible.
- Step 3: Provide Submission Guidelines
List the deadline for submitting proposals, the format you expect (e.g., PDF), and any required sections (like a pricing breakdown, case studies, or team bios).
- Step 4: Detail Evaluation Criteria
Let vendors know how you’ll choose a winner. This might include price, relevant experience, technical solution, timeline, or references. Assign weights if certain criteria matter more than others.
- Step 5: Include Legal Disclaimers and Contact Information
Clarify that you reserve the right to reject proposals or request clarification. Provide a point of contact for questions and submissions.
- Step 6: Review and Send
Use our preview tool to review the full document before downloading. Once finalized, send it to selected vendors or publish it through your usual procurement channels.
Common Questions and Misunderstandings
- What’s the difference between an RFP, RFQ, and RFI?
An RFP (Request for Proposal) asks vendors to propose a solution to a defined problem, often including pricing, methodology, and company background. An RFQ (Request for Quote) is typically shorter and focused on getting price estimates for specific items. An RFI (Request for Information) is used to gather information or explore options before issuing a formal RFP.
- Can I use an RFP for services as well as products?
Absolutely. RFPs are frequently used to source consulting services, marketing firms, software developers, event planners, and more. Any time you want to compare multiple providers offering customized solutions, an RFP is appropriate.
- Do I need a lawyer to write an RFP?
Not necessarily. While legal teams may review RFPs for high-risk projects or government contracts, most businesses can create a solid, enforceable RFP using a lawyer-drafted template like ours.
- How many vendors should I send the RFP to?
It depends. Most organizations invite between 3 and 10 vendors. Too few and you may not get enough competitive pricing; too many and it becomes difficult to manage the review process.
- Can I change the RFP after sending it?
You can — but it’s best to avoid mid-process changes unless absolutely necessary. If you must revise it, send a formal update or amendment and extend the deadline if the changes are significant.
- What should I do after receiving proposals?
Review each submission against your criteria. Shortlist the top candidates and follow up with interviews, presentations, or reference checks. Then select the vendor that best meets your needs — not just in price, but in quality, fit, and reliability.
Related Documents and Services
An RFP is often the first step in a longer vendor relationship. LegalSimpli also offers other related templates and resources to support your procurement process:
- Non-Disclosure Agreement (NDA)
Protect confidential information during the proposal and evaluation phase
- Master Service Agreement (MSA)
Standardize terms and expectations for ongoing vendor work
- Statement of Work (SOW)
Define project-specific details after you’ve selected a vendor
- Contractor Agreement
For hiring freelance or independent vendors after RFP selection
Together, these tools help you move from proposal to partnership with clarity and confidence.
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