How to Create a Stakeholder Engagement Plan (+ Templates)
Procurement is undergoing a profound change.
In his McKinsey & Company article, Mauro Erriquez states, "The buyer of the future combines the traditional procurement toolkit and category expertise with a new set of capabilities in advanced data analytics, sustainability, and strategic thinking."
Traditional procurement teams once relied primarily on negotiation skills and market knowledge to secure the best deals. Today, they harness tools artificial intelligence, predictive analytics, and real-time market data to make strategic sourcing decisions.
This switch is reshaping how organizations approach Request for Proposals (RFPs), creating diverse document formats that go beyond the traditional templates.
This comprehensive guide explores 24 industry-specific RFP examples that highlight this change. From standard formats to more visual approaches, these examples will help you understand how to write an RFP while staying true to your organization’s values.
Let’s get started.
If you're short on time and looking to create a Request for Proposal you can check out this video below:
A Request for Proposal (RFP) is a formal procurement document that announces the need for a vendor to complete a project. In an RFP, a government entity, nonprofit or private company asks a pool of vendors to respond with a proposal highlighting how they plan to achieve the goal outlined in the RFP.
RFPs are vital in both public and private procurement cycles. The most significant difference between them is that public RFPs are open to public scrutiny, often requiring competitive bidding to avoid favoritism or corruption. Private RFPs are less regulated and have more flexibility during the decision process. That said, both types of RFPs follow similar formats.
Whether you're creating an RFP for the public or private sector, you need to know how it’s formatted and what it includes.
If, as a vendor, you’re looking for RFP response examples, not RFPs, check out our article on RFP response templates and best practices.
And if you need to create an RFP response, try Visme’s proposal maker which has everything you need to create a winning document, including easy-to-use proposal templates. If you’re short on time, use Visme’s AI Proposal Generator to create a first-draft document you can personalize easily.
An RFP document includes everything necessary to explain to vendors what the organization needs and what’s expected of them when presenting their proposals.
Here’s a rundown of how to formulate each section:
Now that we’ve seen what must be included in an RFP, let’s discuss what you should avoid at all costs.
Try not to include these things in your Request for Proposal:
In procurement processes, the term RFX covers all procurement documents requesting vendor information. RFIs, RFQs, and RFPs all fall under this umbrella. SOW, or Scope of Work is also document related to RFX.
| What it’s for | When it’s used | What’s included |
| Request for Information (RFI) | To gather market intelligence and identify suppliers with relevant capabilities. Used early in procurement to explore solutions and shortlist vendors. |
- Vendor capabilities and product/service details - References and case studies - Financial stability indicators - Innovation and emerging technologies |
| Request for Quotation (RFQ) | To obtain detailed pricing and terms for standard products or services. Used when price is the primary decision factor for straightforward needs. |
- Exact specifications and quantity requirements - Itemized pricing breakdown - Volume discounts and payment terms - Warranty and service details |
| Request for Proposal (RFP) | To solicit detailed, competitive proposals for complex or strategic projects. Used for projects with well-defined goals requiring expert solutions. |
- Project objectives and technical specifications - Evaluation criteria and vendor qualifications - Budget constraints and timeline - Contract terms and response guidelines |
| Scope of Work (SOW) | To establish clear deliverables, timelines, and expectations before starting a project. Used to prevent scope creep and set clear roles. |
- Comprehensive project description and measurable deliverables - Work breakdown structure - Performance standards and acceptance criteria - Timeline, milestones, and resource allocation |
Let’s look at their differences and nuances.
A Request for Information is a fact-finding mission to collect valuable information. Use RFIs to gather preliminary insights about potential vendors and what they offer. RFIs help you understand the landscape before diving into a formal RFP process.
An RFQ is a straightforward way to source cost estimates from trusted vendors and understand the financial investment required for a specific service or project. You typically use these documents when you already know what you need and want to review the cost differences.
A Request for Proposal is where things get specific. This comprehensive document outlines your project's core objectives, your organization's needs and the exact parameters of what you're seeking. It invites contractors to showcase their expertise and demonstrate how to bring your vision to life.
A Scope of Work is a detailed breakdown that defines exactly what needs to be done for your project. This document outlines the specific work activities, deliverables and technical requirements that must be met. A Scope of Work focuses on the "what" and "how" of the project, making it an essential tool for both project planning and execution.
Procurement exists in many industries, from health to IT and everything in between. Although there are some differences between them, they all have the same goal: to procure a vendor to achieve a particular goal or objective.
If you ever wanted to look at what real RFPs look like, this is your chance.
With the help of Visme’s research analyst, I’ve compiled a list of 27 real-life Request For Proposal documents. We cover the best RFP examples for research grants, advertising and marketing, business operations, construction, finance, healthcare, technology and nonprofits.
Jump to:
The first selection of RFPs concerns research grants. Funding agencies and entities publish RFPs to inspire researchers to submit grant proposals for their research projects.
The Sexual Violence Research Initiative (SVRI) published this RFP in 2024 to request proposals for “research that is priority-driven and impactful and exemplifies equitable research partnerships and processes that promote the leadership of low- and middle-income country-based researchers.”
SVRI shared this RFP worldwide but set language parameters for submission, ensuring a clear understanding of how to submit responses. They also provide specific instructions for applying and a link to the platform where to do it.
This simple RFP example only has four pages, on the shorter side for a typical RFP. However, this document proves you only need a few pages if the information is clear and direct. This RFP also has more design aspects than the typical RFP document. This shows you don’t need to create dull designs when assembling an RFP.
The Oregon Wine Board's (OWB) RFP for 2025-2026 seeks innovative research proposals to advance Oregon's wine industry. This RFP was issued in Oregon's wine-producing regions and targets research that can address the unique challenges and opportunities facing the area’s local vineyards and wineries.
This document clearly outlines desired research areas, helping potential researchers align their proposals with the organization's goals. It also details the specific components expected from the responses. One request, for example, is that the timeline be presented as a Gantt Chart highlighting the total duration and important milestones.
Regarding the document’s format, the OWB uses a simple, easy-to-follow layout that includes its logo at the top of every page. The subtitles are separated with Roman numerals, ensuring clear section differences.
Additional Ventures and the Single Ventricle Research Fund (SVRF) published this RFP as an open call to seek research projects related to their specialized field of medicine, single ventricle congenital heart disease.
This RFP document is very detailed and offers much information for potential researchers to determine whether they truly fit the bill for this opportunity. The document starts with a table displaying key dates, continues with a description and program focus and then includes the eligibility requirements.
They detail review criteria and application guidelines, such as requiring all responses to be “single-spaced and formatted in a Sans-serif, 11-point font with 0.5-inch (or larger) margins as a PDF file.” This specificity in an RFP means that if a response is presented in a different format, it will not be considered and will not proceed past the initial review stages.
This RFP also divides the application into two parts. First, applicants must submit a letter of intent that follows all the described guidelines. Only invited applicants can submit a full proposal.
When you create an RFP with Visme, incorporating a letter of intent system is easy. Embed a Visme form into your RFP, and collect letters of intent through easy to fill out forms. This will help create a list of interested parties early on, helping you monitor who sends proposals on time and per your requirements.
In this section, we’ll examine RFPs related to advertising and marketing. These are from various entities seeking proposals for specific purposes in this field.
In this RFP, Niagara Falls Tourism, a nonprofit organization in Canada, seeks a vendor to join their team and help with strategic marketing development. Specific deliverables are shared in a Schedule A section where potential vendors can get a good idea of what NFT is looking for.
When organizations share RFPs, they offer an open communication channel for interested vendors to ask questions.
This RFP includes the deadline for questions right on the first page, ensuring the information is clear and easy to find. The document also includes a section called “definitions,” which is essentially a glossary of terms used in the document.
A rating system defines the review criteria, explained in a table with specific items and their respective percentage scores. Sharing this information with interested vendors helps ensure that the information is fair for everyone.
Some RFP proposals ask vendors to take care of entire campaigns. Such is the case with this request for proposals from the Massachusetts Clean Energy Center (MASSCEC).
They advertise their large funding amount and timeframe on the front page underneath the title. This instantly reveals that it’s a large-scale project lasting up to three years.
Since the project entails many deliverables, MASSCEC shares them in the summary in bullet points, referring to more detailed explanations in an SOW later in the RFP.
The main deliverable is creating a website for the “Clean Energy Lives Here” campaign, and from there, stem many more tasks that support marketing and messaging strategies across Massachusetts.
In the Program Context section of the RFP, MASSCEC shares how their current team has already been working on content that will be part of the campaign. Offering this information is key for vendors to get an idea of what the campaign is about and what will be expected of them as they join the ongoing team.
This request for proposal by the Fargo Moorhead Economic Development Center (GFMEDC) initiates a search for potential vendors that can “deploy a large-scale marketing initiative focused on regional talent attraction.”
GFMEDC’s objective is to hire a team or group of individuals to design and build a website, create marketing strategies and collaterals, make videos, run advertisements and manage Hubspot workflows.
A large part of this RFP explains the project in detail and shares the plan step by step. They request proposals from both agencies covering all deliverables or individuals undertaking parts of the tasks.
At the end of the document is an important section titled "Non-Discrimination," in which the organization reinforces its mission to be fair and equitable in the screening and selection processes. It clearly explains that the money comes from federal funds, and there’s no room for bias.
You can see the campaign results on the Live in FM Area website.
This section includes RFPs requesting vendors to assist with business operations such as website maintenance, project management services and food and beverage facility management.
The Southern African Renewable Heating and Cooling Training and Demonstration Initiative (SOLTRAIN) published this RFP seeking “service providers to manage, enhance, and oversee cloud services for its project website in a timely and cost-effective manner.”
This request for proposal document begins with an introduction and continues with the organization's background and geographical eligibility.
The next five pages cover the project scope, detailed in a table listing the requirements, descriptions, acceptance criteria and validation method.
The scope is divided into three phases: continuous website management, various website features and demonstration application website features. Sharing such a detailed scope is important for vendors to understand exactly what is expected of them.
This RFP shows a deadline extension for submissions, interviews, vendor selections and project kickoff. This is a common practice when there weren’t enough responses to the RFP or when those who did respond didn’t meet the requirements.
At the start of this proposal request, the Golden Gate Bridge Highway and Transportation District explained that it wants to grant up to five contracts for support with ongoing business operations.
The district wants to have a group of IT project management agencies that it can call upon as necessary over a three-year period with the possibility of extension.
This RFP example is one of the longest on our list and includes many details regarding the submission instructions.
This is common for US government-based projects that use federal funding to pay vendors for their work. The RFP project needs to be very clear about what it expects to see from the responses and avoid wasting time on vague language.
According to the instructions, agencies are asked to log in to the District’s Procurement Portal and read all documentation regarding the request, including project scope and submission guidelines. Potential proposers are expected to read and analyze everything before submitting a response.
Business operations involve many different things, one of which is managing food and beverage facilities. This RFP from the Ocean Pines Association announces its search for new management of its three on-site locations: a yacht club, a beach club and a clubhouse bar and grille.
The document explains the proposal requirements, including an operational business plan, a management approach, a menu and pricing strategy, a facility maintenance plan, an entertainment schedule, a financial and revenue proposal, experience and qualifications and an insurance plan.
In this next section, we’ll look at RFPs in the construction industry. We selected three different RFPs that differ in magnitude to give you a good idea of how an RFP is useful regardless of the project size.
This RFP from Oregon State University aims to award a contract to one CM/GC (construction manager/general contractor) firm to undertake improvements to the building that houses the Collaborative Aerospace Research Center (CARC) on campus.
The RFP document explains the building’s history and its importance for the community and aerospace research in general.
This RFP document differs from other types of RFPs but is common in construction. Specifically, OSU requests a mandatory pre-proposal meeting so responders can see the location in person and better understand their needs. According to this RFP, a respondent cannot submit a proposal if they don't attend this meeting.
Another specification stipulated in this RFP is that the document, once published, and the final contract, once accepted, are considered public records.
Special instructions are provided for information considered a trade secret, but most of the time, the RFP and the final contract are expected to be publicly available for viewing.
In this RFP, Harbor Transit in Grand Haven, Michigan, invites CMAR firms to present a proposal to build the new headquarters building for the Harbor Transit bus fleet. CMAR stands for Construction Management At Risk, a project delivery method from design to close-out.
Included in this RFP document are many FTA Required Clauses and Certifications. Since most of the money for the project comes from federal funding, it must adhere to numerous rules and regulations. Some of these include the Americans With Disabilities Act, Buy America, Cargo Preferences, Civil Rights Laws, Clean Air Act and Federal Water Pollution Control Act.
This RFP is a great example of how important it is for potential respondents to read all the requirements and submission guidelines. This is especially true for projects backed by the US Government.
Many construction-related RFPs, especially those backed by US Federal funds, involve a bond. This RFP, from Carver County Community Development Agency (CCCDA), initially asks for a bid bond of 5% of the contract value when the proposal is submitted. Then, it asks for performance and payment bonds that cover 100% of the proposed contract value.
Construction bonds provide security to CCCDA, proving that the selected contractor is financially stable. Bonds guarantee that the work will be finished satisfactorily and on time. The bonds are returned to the contractor once the project is completed and accepted.
This RFP asks that proposals be submitted as printed documents, one original and one copy, to the CCCDA offices. It clearly states that no proposals will be accepted via email.
This section includes RFP examples related to the financial sector. The examples aim to find respondents who can help execute finance-related projects for the asking entity.
With this RFP document, the treasury department at the Middle Town City School District aims to start a contract with a new banking entity to handle all their banking needs. The request explains the current banking situation and asks the potential bidders for proposals to ensure that they can comply with a long list of banking services.
The document includes a list of required and desired banking services. One requirement is that the proposed banking entity have a branch within a five-mile radius of the District’s central office. The authors note that this is an important factor in determining proposal acceptance.
The RFP ends with a letter of transmittal form that respondents are expected to create as part of their proposal. Respondents should present this form in full for the contract to be awarded.
This RFP is presented by an international entity. IRENA, the International Renewal Energy Agency, published it to find an external financial agency in the United Arab Emirates to audit its financial statements and staff provident funds over a four-year period.
Since this request for proposals isn’t a US-based project backed by federal funding, the requirements for acceptance differ from those we’ve seen previously.
One thing you can learn from this RFP, in particular, is that it’s important to know the governing laws of your country or city before publishing. It’s essential to have legal backing to your requirements so that you don’t encounter any problems down the line.
The International Republican Institute is a nonprofit organization based in the US but with branches worldwide. This RFP was published to find a financial auditor for their Sri Lanka branch.
The format for this request for proposals is based on a template that the IRI uses for all its RFPs worldwide. This saves time and effort and standardizes communication.
What stands out about this RFP is the background information on the first page. Not all RFPs do this, which can sometimes lead to confusion about who the requesting entity is. When creating your own RFPs, take note of this example and use the introduction to set the scene and present your organization to potential bidders.
We continue the list of RFP examples with documents prepared in the healthcare sector. From
ophthalmology conferences to health equity projects, these RFPs vary according to their needs.
This request for proposal is healthcare-related but not directly associated with a healthcare project. With this RFP, the World Society of Pediatric Ophthalmology and Strabismus (WSPOS) seeks a vendor to plan and manage a yearly congress. The call is international, so bidders can be from anywhere in the world.
In the eligibility criteria section, they list the types of organizations and entities that are invited to submit a proposal. These include regional chapters associated with WSPOS, WSPOS national and international member societies, municipal city councils and tourism boards and convention centers.
Another part of the admission criteria is that the proposed location offers enough large spaces for thousands of attendees and has plenty of food and entertainment options in the surrounding areas.
With this RFP, Genentech's Health Equity Innovation Fund seeks to address racial and ethnic healthcare disparities by funding innovative projects. Their 2024 initiative aims to improve patient outcomes and support a more diverse healthcare workforce by providing grants of up to $750,000 for transformative approaches that tackle systemic barriers.
The fund will support projects that increase screening, improve clinical services, enhance care quality, and create more inclusive training and retention programs for healthcare professionals. They ask for proposals to demonstrate a clear approach to addressing healthcare inequities, particularly for Black, Latinx, Indigenous and Pacific Islander communities.
This RFP example is only six pages long. Since it’s a call for projects, there’s no scope of work section. The longest part of the document is where the foundation gives examples of the types of projects they are willing to accept according to possible outcomes. These examples are a great way of describing what they’re looking for while showing the variety of possibilities.
This RFP proposal shares how ViiV Healthcare's Positive Action Grants aim to support community-led efforts to address HIV disparities in the United States. The 2024 funding round focuses on key populations most impacted by HIV, including Black men, Black and Latinx women, young people living with HIV and Latinx men.
Eligible nonprofit organizations must be 501(c)(3) certified and located in the U.S. or Puerto Rico. ViiV will award projects in three funding categories: general operating support, project support and AMP Grants.
An important aspect of this RFP is its publication in English and Spanish. On the first page of the English version, there is an anchor link to the Spanish section. This RFP example also includes a small infographic visualizing the focus areas and outcomes expected from projects that submit proposals.
Next we have a selection of IT and technology RFPs to inspire your own request for proposal documentation.
Brand USA published this RFP to seek an Artificial Intelligence (AI) consultant to enhance their marketing initiatives and internal productivity. They sought an expert who could provide strategic guidance on integrating AI technologies to optimize consumer engagement and drive international tourism to the United States.
The document describes the ideal consultant as someone with advanced expertise in AI and marketing, focusing on identifying and implementing AI solutions for personalized content, consumer research and workflow optimization.
Brand USA’s request for proposal includes a form for an Intent to Bid. Potential bidders must send in that form before preparing their proposal. The submission guidelines are not as strict as other RFPs. They provide the option to send documents via email, FTP service or through some other arrangement depending on the size of the proposal.
With this RFP, CAPK is looking for a cybersecurity consulting firm to conduct a comprehensive security assessment across its 96 locations. The project’s scope of work includes vulnerability testing, penetration testing, social engineering simulations and an overall security program review for their 850-employee organization.
The RFP stands out for its detailed technical requirements, including assessments of network infrastructure, firewalls, servers and cloud services. Likewise, it clearly explains that it’s looking for a vendor with recent experience in local government or cybersecurity for a similar-sized business.
The RFP proposal evaluation process is also explained in detail according to the following factors: qualifications and technical experience, proposed approach, references and fees. Each factor accounts for a different number of points, which add up to 100. Vendors need to know this information beforehand so they can be aware and prepared.
The University of Cambridge's Judge Business School published this RFP to find a technology provider to develop a sophisticated financial compliance monitoring system. The project, funded by the Bill & Melinda Gates Foundation, aims to create an advanced software solution that can automatically collect, process and analyze consumer complaints from banks using cutting-edge technologies such as AI, Natural Language Processing and machine learning.
The first page of this RFP document shares vital information in a clear bullet list with bolded titles. This list includes a description of the contracting entity, grant value, publication date, submission deadline, project implementation dates, procurement process management, queries and proposal language. Other RFPs have a similar approach, but this one is particularly better in format.
This RFP’s visual quality is also noteworthy. Every page has a header that includes the University of Cambridge’s logo and the project leader’s title and catchphrase: Cambridge Suptech Lab, accelerating the digital transformation of financial supervision. Likewise, the general requirements are laid out in a visual table, the digital architecture is visualized in a flowchart, and the blueprint is color-coded.
The last section of RFP examples is a collection of requests for proposals created by nonprofits looking for fundraising consultants, plus a foundation offering grants to nonprofits to send in their proposals for business operation support.
In this RFP document, The Pan Valley Institute (PVI) seeks an experienced fundraising consultant to develop a sustainable fundraising strategy to support their operations. They need a professional to analyze their budget, strategic plan, and current fundraising efforts.
The consultant must research potential income streams, including individual donors, foundations, corporate sponsorships and earned income opportunities, all focusing on California and the Central Valley.
PVIs proposal submission guidelines are simple. Proposals must be no more than four pages long but must include the consultant’s background, a description of the proposed methodology, a timeline, a budget and references.
The Robert Carr Fund for Civil Society Networks published this open Request for Proposals (RFP) for their 2025-2027 funding period. Through this RFP, they invite “global and regional civil society networks and consortia of networks led by, and/or serving inadequately served populations to apply for a grant to support their core funding and activity needs for a three-year period (2025-2027). “
The section explaining eligibility explains what the applicant needs to be eligible and what would disqualify them. For example, they clarify that the Robert Carr Fund will prioritize funding networks led by Inadequately Served Populations (ISPs). This detail is important; respondents must align with this requirement to win.
Unlike many others on our list, this RFP includes a table of contents with hyperlinks to each section. A table of contents is essential for potential respondents to navigate the pages quickly and effectively, especially for a lengthy RFP. TOCs also help give an overview of what’s inside the document.
This is another RFP where a nonprofit seeks a fundraising consultant to help find funding donors to continue operations. In a six-page document, PAWilds shares what their organization is about and all important information needed by prospective respondents.
The background section is extensive and shares data about their five core projects. Knowing that this information isn’t enough to really get an idea of the organization, the writers added three links to their websites with hyperlinks for easy access.
In the requirements section, they share that the chosen consultant must be familiar with rural Pennsylvania. The other requirements are broader, like knowing how to use Microsoft systems and CRMs. One thing you can learn from this RFP is the importance of being clear and detailed about proposal requirements.
Now that you’ve seen several real-life RFP examples from different industries, you have a good idea of what they look like, what they include and how they’re set up.
So, let’s take the opportunity to start thinking about creating your own request for proposals by reviewing these Free RFP examples from Visme.
The majority of RFPs in the examples section above were simple documents with minimal design elements. But that doesn’t mean you must create yours in that same style. You might want to have a more visual document that’s engaging and attractive.
When you see a template you like, open it with Visme’s editor and customize it to fit your needs.
Does your company need help managing its brand’s reputation through public relations? This RFP document will help you find the ideal vendor to achieve that goal. Although the design below is only three pages,it's more than enough for you to build a Request for Proposal that includes everything you need.
In this template, each section has a header and substantial spacing to make it easier to read. Follow these guides, and you’ll have a clear RFP in no time.
To add more pages to the template, duplicate page two as many times as necessary. Then, remove the extra sections, change the header title and paste in your content. Use bullet lists and tables to organize the data into chunks.
A large part of hosting an event like an annual conference is finding the right event planner to handle details like finding a venue, creating a program, spearheading marketing strategies and managing logistics. Use this RFP template to find event professionals who meet your requirements.
Inside the RFP, include specific details about your event's size, audience, technical requirements, budget constraints and desired outcomes. The more precise and comprehensive your data, the more targeted and useful the responses you'll receive from potential vendors.
According to an Art of Procurement and RFP360 study, 37% of procurement professionals say they receive incomplete, noncompliant or poor-quality responses. You can improve these odds by always being clear and specific about your background, the project scope, approval criteria and submission requirements.
Why would you want to publish an RFP for a website redesign instead of just hiring someone after seeing their portfolio? Well, with an RFP, you can cast a smaller, more targeted net than when you publish a job offer online.
When you share a job offer for a web designer, you might get hundreds if not thousands of CVs, messages and LinkedIn contact requests. But when you publish a Request for Proposals, you level the playing field. The responses you get will be fully developed proposals that align with your needs. And since you’re sharing submission criteria beforehand, you only have to accept the ones that align with that list and can ignore the rest.
An RFP for a website redesign is typically handled by several teams, alongside the procurement team, in unison. These could be a digital product department, a marketing department or even an IT department. But how can all those teams work together to create a comprehensive Request for Proposals that covers all requirements and necessities?
Visme enhances collaboration among team members by providing a centralized platform where everyone can contribute in real-time. Its intuitive interface allows team members to easily share ideas, make edits and track changes with the workflow feature. With these built-in communication tools, teams can discuss and resolve any issues quickly, streamlining the RFP creation process.
This two-page template invites vendors to send their responses while making a great first impression. Having a visual RFP can help show off your company culture and values. Sharing relevant images and beautiful design layouts will inspire respondents to put a stronger effort into how their proposal looks, giving you a better idea of their values and vision.
Take it a step further and turn a static RFP into an interactive one. Use Visme’s interactive content tool to add animations and motion and incorporate hover-activated popups or an explanatory video. This extra level of interest-grabbing design will help your potential respondents gain all the information they need to submit highly relevant proposals.
As part of a government procurement team, you need to create RFPs quickly and effectively. Use this template to create a one-pager representing your organization while staying practical and organized.
What’s the benefit of using a one-page RFP? You can distribute it easily in several sectors and cast a wider net for potential vendors to respond.
Then, to improve your chances for successful contract awarding, add a link at the bottom of the document that directs interested parties to a longer, more comprehensive document with more details.
Another use for a one-page Request for Proposal is when your project is simple and doesn’t need much explaining. Another is when you want the respondents to get creative and offer different solutions based on what they believe would be best for your needs.
This Request for Proposal template is designed to help a conference center find and hire a catering service agency. Vendors are requested to supply menu creation, food preparation and personnel hire for an annual conference. All essential information is laid out on three beautifully designed pages.
After you customize and personalize this template, it needs to be distributed to potential vendors so they can see it and respond. When creating RFPs with Visme, one option is to share the final document via a live link. Yes, you can also share it as a regular PDF, but live links have several features that will help you in the long run.
Two essential features make Visme’s live links stand out. One is the evergreen quality of the link, ensuring that every edit you make is automatically updated for anyone who opens it, even if they have already opened it once before.
This way, you can update the information so it’s always current. If, for example, you let potential responders ask questions, you can add the questions and answers to the original RFP document without creating a new link.
The second very helpful feature is the analytics tracking. To see your RFPs analytics, open your Visme dashboard and navigate to the analytics tab. In there, you’ll see who opened your RFP, where they were, when they did so and how long they looked at it for.
Use this worksheet-style RFP template to create a template for all your requests for proposals. Personalize it once with your brand assets, and the design is ready for all the RFPs your company will ever need to create.
When customizing the template for the first time, incorporate dynamic fields for sections that will change with each RFP while maintaining consistency in your core content. These dynamic fields could include:
Speaking of evaluation criteria, this RFP template uses visual icons to describe each item. Technical expertise is visualized with an ID card icon, cost-effectiveness with a money icon, project plan and timeline with a small flowchart icon and references and past performances with a document icon. If you need to change any of these icons, just search Visme’s icon library to find the perfect one.
This ten-page template has everything you need to create a request for proposal(RFP) for a municipality seeking a software vendor to create a custom solution to manage public services effectively.
Pages have visual separations with full-page photos relevant to the content. Using these interruptions helps create a comprehensive document that’s both effective and attractive for potential vendors. Use any of Visme’s stock photos and videos to create your visual RFP.
The black-and-white design looks professional and is easy to maintain while customizing the template. Use Visme’s integrated photo editor to turn any image into a black-and-white version by adjusting the saturation controls. You can also use these features to remove or change objects, erase background, fix blurry images and enlarge photos without losing quality.
Highly visual RFPs like this one for a police cars request offer several advantages over text-heavy documents. Visual elements break up dense text and make the document more engaging, increasing the likelihood that decision-makers will thoroughly review it. Take a look at how the pages on this template use images with creative crops and a yellow ribbon shape to accompany the text.
Research shows that people typically retain visual information better than text alone, meaning key points presented through visuals are more likely to resonate with the audience. For example, on the page showing Past Projects, each one is visualized by a related image.
A thoughtfully designed RFP demonstrates attention to detail and professionalism, setting clear expectations for the caliber of work expected from potential vendors. The overall result is a more effective procurement process with better-aligned proposals and fewer clarifying questions from vendors.
Thankfully, creating visual RFPs is easy with Visme due to the drag-and-drop editor and wide selection of design elements and features. Just see what MacKenzie Stonis, Economic Research Analyst of the GMERG division, has to say about using Visme:
“Visme makes the experience of creating a beautiful document easy and stress-free for somebody who's not a graphic designer. After all, my background is in numbers and economics, and Visme is so instrumental in easily merging these two areas together for me.”
A successful RFP will clarify to respondents what you need and how you expect them to present their proposals.
Here’s an easy guide you can follow to create an RFP immediately:
1. Introduction and Company Overview: Briefly introduce your organization and explain why you seek proposals. Provide context about your industry and specific challenges.
2. Project Goals and Objectives: Be clear about what you want to achieve by focusing on desired outcomes, not specific methods. Explain the "why" behind the project and share any relevant motives.
3. Detailed Scope of Work: Use a bullet list or table to outline specific deliverables, responsibilities and technical specifications. Provide an expected timeline with milestones and success markers.
4. Budget Information: Share a budget range or "not-to-exceed" figure. Explain payment terms and be transparent about financial constraints.
5. Evaluation Criteria: List how you will assess proposals. Will you rank criteria by importance or use a scoring system? Be specific about what you're looking for and include the required qualifications.
6. Submission Guidelines: Provide clear instructions on the expected proposal format. Specify required document sections. Share submission deadlines and include contact information for questions.
Furthermore, here are some quick tips to help you create an RFP with Visme:
Creating a Request for Proposal (RFP) is a meticulous process that demands time, attention to detail and a clear understanding of your objectives.
This isn’t the kind of document you can slap together in an afternoon. Crafting an effective RFP often requires several days of focused effort to ensure its thoroughness and accuracy.
The Angus & Pete Show Podcast puts it well: “The RFP process is designed to bring transparency, competition, quality improvement, and clarity to procurement, helping buyers clearly outline their requirements and evaluate vendor responses effectively.”
To help you elevate your RFP game, I’ve compiled a list of best practices to get you in the right headspace.
Let’s dive in.
A good RFP is comprehensive, detail-oriented and uses clear language. Visually, it looks like a professional document representing the organization that issued it.
An RFP can be highly visual or look more like a document, but it will always include a brand asset like a logo or brand colors.
A great RFP is direct and explains the organization’s needs immediately. It also provides background information to give potential respondents a good perspective on what to include in their proposals.
The three main items to include in an RFP are the scope of work, the acceptance criteria and the submission guidelines. Without these, a Request for Proposal is incomplete, and respondents cannot efficiently send back appropriate proposals.
When it comes to RFP vs RFQ, an RFP is a Request for Proposal, while an RFQ is a Request for Quotation. With an RFP, your organization expects to receive proposals with solutions to your particular needs and a detailed outline of how to achieve your goal. On the other hand, when you send an RFQ, all you expect in return is a quote for an already-defined product or service.
No, an RFP is not the same as a tender. Both are similar in that they are formal requests for bids or proposals.
But an RFP usually allows for more flexibility and negotiation in the scope, pricing, schedule and contract terms while a tender has stricter terms that bidders must adhere to.
Good RFP responses follow the submission guidelines to the letter and include everything and more of what was stated in the RFP acceptance criteria. This article from Visme about RFP responses shares examples you can learn from, plus templates.
The examples and best practices shared in this guide demonstrate that successful RFPs come in many forms. Still, they all share common elements: clear objectives, detailed requirements, and structured evaluation criteria. Whether you're writing your first RFP or looking to improve your existing process, remember that the time invested in creating a comprehensive, well-organized RFP will pay dividends in the quality of responses you receive.
By leveraging Visme's customizable templates and following the guidelines outlined in this article, you can streamline your RFP creation process while maintaining the professional standards that your procurement team demands. The key is to remain clear, thorough and focused on your objectives while providing potential vendors with all the information they need to submit relevant, high-quality proposals.
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