What Is an RFP? A Complete Guide to the Process

In nearly all government agencies, non-profit organizations and businesses, RFPs are a critical part of the procurement process. 

So, what is an RFP in business? 

Whether it’s for a software system or a construction job, an RFP (Request for Proposal) is a way for organizations to announce they're accepting bid proposals.

An effective RFP process helps companies outline the project’s needs, compare options and assess what each potential vendor can actually deliver.  Through this competitive process, organizations can find the right vendor that closely fits their needs, budgets and goals.

Writing an RFP can feel like a challenging task if you’re not sure where to begin. 

In this guide, I’ll break down what an RFP is, why it matters, how you can master the process and make informed decisions that lead to the best possible outcome for your organization.

Oh, If you're short on time and looking to create a Request for Proposal you can check out this video below:

 

Table of Contents

• What Is a Request for Proposal (RFP)?
  
• An Example of an RFP (Request for Proposal)
  
• What to Include in an RFP
• How to Write a Professional RFP (Request for Proposal)
• How to Create a Request for Proposal (RFP) Using Visme
  
• An Overview of the Complete RFP Process
  
• 3 Best Request for Proposal (RFP) Software
  
• What Happens After the RFP?
  
• How to Competitively Respond to an RFP
  
• RFP Best Practices
  
• RFP FAQs
  

 

What Is a Request for Proposal (RFP)?

An RFP is a document a business, non-profit, or government agency creates to announce and outline the requirements for a specific project. 

The RFP process helps organizations solicit bids from vendors and identify which one is best qualified to execute the project. 

According to Anthony Usifo, a procurement specialist with over 15 years of experience, the RFP process is really about giving companies the chance to make a smart, informed choice.

A well-written RFP provides clear expectations for both sides, including what needs to be done, when it needs to be done and how much it will cost.

RFPs may be available to any qualified company or can be issued by invitation exclusively to a selected group of firms. 

For example, this request for proposal by Seed Global Health is open to any individual or firm qualified to provide website design services. 

Source: Linkedin

When an RFP is exclusively sent to a selected few, companies usually just reach out to those companies directly via email, phone calls or virtual meetings. 

Moreover, some businesses have dedicated online portals or vendor management systems where invited firms can access and download their RFPs, send bids and chat with the company.

 

RFP vs RFQ vs RFI

RFP vs RFQ vs RFI: These are all procurement documents used in the process of sourcing goods and services, but each serves a different purpose.

Here's a table that highlights the differences between an RFP, RFQ and RFI.

	RFP (Request for Proposal)	RFQ (Request for Quotation)	RFI (Request for Information)
What's It For?	To get detailed proposals on how vendors would tackle your project or provide a solution.	To find out exactly how much the product and service will cost.	To gather general information about products, services, or vendors without requesting a specific proposal.
When to Use It	When you have a project with specific needs but want to see different ways vendors might approach it.	When an organization knows exactly what it needs and is seeking price quotes from suppliers.	Typically issued in the early stages of procurement when you’re still exploring options and assessing the capabilities of different vendors. An RFI can help narrow down options before moving on to an RFP or RFQ.
Content	Detailed project requirements, scope of work, evaluation criteria, submission guidelines, deadlines, and specific questions for vendors.	A description of the goods or services needed, specifications, quantity, delivery requirements, and a request for pricing and payment terms.	General questions about the vendor’s services, capabilities, experience, product features, and any relevant certifications or qualifications.

In summary, an RFI is for gathering information for your planned project, an RFQ is for getting price quotes on specific products or services and an RFP is for soliciting detailed proposals to meet specific project needs.

 

Benefits of Using an RFP

Creating an RFP isn’t a walk in the park. 

No matter how simple it may look on the surface, there’s a lot of work that goes into writing an RFP.

You need to clearly define your project goals, gather insights from various teams, go through the actual writing process and then brace yourself for multiple rounds of reviews before you even think about sending it out.

So, why bother investing time into it?

Here are a few reasons why companies I've worked with prefer sending out RFPs over direct sourcing or a pre-approved list of vendors. 

• Attracts the right fit: Instead of sifting through a pile of options that don’t quite fit, an RFP pulls in vendors who actually meet your criteria. The best part is that you get to choose from a bigger pool of solutions and find some really creative ideas, maybe even some you hadn't thought of before.
• Help companies make informed decisions: An RFP helps you compare apples to apples when reviewing proposals, which makes decision-making a lot easier. No more sifting through endless pitches; you can quickly see what each vendor brings to the table and then sort out who’s qualified and who’s not.
• Sets clear expectations from the get-go: With the project’s scope, budget, timelines and specific criteria for evaluation clearly spelled out, there’s no room for ambiguity or back-and-forth guessing. It’s a win-win for you and the vendors—they know what’s expected and you know what they’re bringing to the table.
• Keeps all parties accountable: With project details locked in from the start, an RFP serves as a reference point, keeping both you and the vendor accountable. If something goes off the rails, you can point back to the RFP and get things back on track.
• Levels the playing field: An RFP gives all potential vendors the same information and chance to shine—you're also encouraging a diverse range of pricing and service options. This helps you get the best deals and quality offerings, which is good for your budget.
• Reduces risk by keeping your options open: Having multiple vendors is like having a safety net in case things go sideways. If one vendor falls short or can't deliver as promised, you've got backup options already vetted through the RFP process.

 

An Example of an RFP (Request for Proposal)

Let’s look at two different examples of a request for proposal: one from a B2B company and the second from a government agency.

Example #1: RFP for Customer Relationship Management (CRM) System

Request for Proposal (RFP)

CRM System Implementation for ABC Corp.
Issued on: November 11, 2024

1. Introduction

ABC Corp. is seeking proposals from experienced vendors to implement a new Customer Relationship Management (CRM) system to streamline our sales, marketing and customer service operations. The selected CRM should integrate seamlessly with our existing systems and be scalable to support our growth. We invite vendors to submit their proposals, outlining their approach, experience and pricing.

2. Project Goals and Objectives

The main objectives of this project are to enhance the efficiency of our sales, marketing and customer service teams through a robust CRM system. We are looking for a solution that can integrate with our existing tools, provide better reporting and improve overall customer experience.

3. Scope of Work

The scope of the project includes the selection, customization and implementation of a CRM system. We expect the chosen vendor to:

• CRM Selection: Help us evaluate and recommend CRM platforms based on factors such as scalability, ease of use and integration capabilities.
• System Integration: Ensure the CRM integrates seamlessly with our existing ERP (SAP) and marketing automation system (HubSpot).
• Customization: Tailor the CRM to fit ABC Corp.’s specific sales, marketing and customer service workflows.
• Data Migration: Safely migrate data from our current CRM (Salesforce) to the new system without loss or downtime.
• User Training: Provide training for our team members to ensure smooth adoption and maximize the CRM’s potential.
• Ongoing Support: Offer a post-launch support plan to address any issues that arise and provide regular updates.

4. Deliverables

At the completion of the project, the following deliverables should be provided:

• A fully integrated and customized CRM system.
• Successful migration of all relevant data from Salesforce.
• A detailed training manual and user-friendly resources for our teams.
• Twelve (12) months of post-launch support for troubleshooting and any required system updates.

5. Proposal Submission Guidelines

Proposals should be submitted by December 1, 2024. We ask that you include:

• Your company background and relevant experience.
• A detailed description of the CRM solutions you’re recommending.
• A project timeline, including key milestones.
• A breakdown of costs, including software licensing, implementation and support.
• Any case studies or references from similar projects.

Please submit your proposal to John Doe, Director of IT, at [email protected].

6. Evaluation and Selection Criteria

The proposals will be evaluated based on the following factors:

• Vendor Experience: Proven track record in implementing CRM systems for B2B companies.
• System Compatibility: How well the proposed CRM integrates with our ERP (SAP) and marketing automation tools (HubSpot).
• Cost: Competitive pricing with a clear breakdown of costs.
• Vendor Support: The quality of training and ongoing support offered post-implementation.

7. Budget

The total budget for the CRM implementation project is between $100,000 and $150,000. This includes software licensing, system integration, customization and post-launch support.

8. Timeline

Here is the proposed timeline for the project:

• Proposal Submission Deadline: December 1, 2024
• Vendor Selection: December 10, 2024
• Project Kickoff: January 5, 2025
• System Go-Live: March 1, 2025
• Post-Launch Support: March 2025 to March 2026

9. Contact Information

If you have any questions about this RFP or need further clarification, please contact:

John Maxwell
Director of IT
ABC Corp.
Email: [email protected]
Phone: (555) 123-4567

There you have an example you can customize, but you’d probably be wondering: What should an RFP look like? I’ve shared a customizable RFP template for our second example.

 

Example #2: Request for Proposal: Designing of Police Cars

This visually captivating RFP template invites innovative vendors to submit their creative designs for a fleet of approximately 185,000 police vehicles. The goal is to find a partner who can transform the look and function of police cars by incorporating advanced features like sturdy aluminum brackets, high-intensity discharge (HID) lighting and high-definition cameras.

In addition to the detailed scope of work outlining these essential requirements, this RFP provides an insightful overview of the organization, its mission and core values, previous projects, the anticipated delivery timeline and pricing details. 

 

Key Requirements for Requesting an R​​FP

Before starting an RFP process, here are the preparatory steps you need to take to ensure everything runs smoothly:

• Set clear goals to guide the entire RFP process
• Engage key internal stakeholders in different departments like IT, finance, legal and operations
• Develop a detailed list of the project's requirements
• Create a timeline for the RFP process
• Define the criteria for evaluating and selecting a vendor 
• Secure internal buy-in and approval from senior management or other decision-makers
• Assemble a team of people who will be responsible for reviewing proposals.
• Set up processes for vendor communication, including how vendors can submit questions, how answers will be provided and deadlines for submitting proposals.
• Work with your legal team to ensure the RFP document complies with relevant laws, regulations, or internal policies.

 

What to Include in an RFP

Without a well-rounded RFP (Request for Proposal), vendors will struggle to understand your needs, so you’ll often end up with proposal responses that miss the mark. 

Made with Visme Infographic Maker

Here are the essential sections that are always best to include:

1. Introduction and Company Background

• Briefly describe your organization, mission and relevant background information.
• Summarize the purpose of the project and what you aim to achieve.

2. Project Scope and Requirements

• Outline what you need completed, including any key requirements, specifications or deliverables.
• List any specific functionality, technology or other criteria that solutions should meet.
• Mention any non-negotiable constraints (e.g., compatibility with existing systems) and any preferred approaches or methodologies.

3. Budget

• Provide a budget range, so vendors can propose solutions that fit within your financial constraints. Even if you don’t have an exact figure, a rough estimate or budget range can guide proposals. 
• Outline payment terms and expectations for financial arrangements.

4. Timeline and Milestones

• Provide an ideal project timeline and key deadlines.
• Define key milestones and expected completion dates the vendor needs to meet to ensure progress aligns with your schedule.

5. Potential Roadblocks

• Identify challenges or risks that might impact the project, such as technical limitations, resource constraints, regulatory hurdles, etc. Encouraging vendors to address these roadblocks in their proposals can help uncover creative solutions or proactive planning.

6. Evaluation Criteria

• Explain how proposals will be evaluated, such as based on approach, experience with similar projects, pricing structure, timeline feasibility, technical skills and qualifications. 
• Specify whether or not some criteria will be given more importance than others during the RFP evaluation process.

7. Proposal Submission Guidelines

• Specify the format and method (email, portal, physical copy) for submitting proposals.
• Provide a clear submission deadline and any early milestone dates if applicable.
• List any specific documents or forms vendors need to include, such as a cover letter, proposal summary, detailed project plan, pricing, etc.
• Add any extra information like background research, templates or regulatory guidelines that may help vendors tailor their responses.

8. Terms and Conditions

• Outline important contractual terms, like general conditions, payment structure, confidentiality, intellectual property ownership, etc.

 

How to Write a Professional RFP (Request for Proposal)

Writing an RFP is like laying out the blueprint for a successful project.

You’re guiding vendors through what you need, why you need it and exactly how they can help.

Here’s how to write a professional request for proposal (RFP) that is both informative and engaging.

We’ll also share real-life examples of RRPs and expert insights to get your creative juices flowing.

1. Start with an Introduction and Company Overview

Kick-off with a friendly but professional introduction. This should be a short but inviting overview of your company and why you’re issuing the RFP.

Think of it as a first impression — you want vendors to feel welcomed and have a positive perception of your company. 

First impressions matter, so this is your chance to make it count!

To help vendors understand the project’s context, share brief information about your organization. This section isn’t just about what your company does, but also about why you’re looking for outside expertise. So include information about your industry, your team and any challenges you’re facing. 

Check out this 17-page request for proposal from Salt River Project (SRP), an Arizona-based company, for a non-inverter-based long-duration energy storage (LDES) pilot facility. The intro captures key points about the:

• Organizational background and mission
• Context of SRP's market and service territory
• Strategic goals and carbon reduction commitment
• Project needs, requests and future plans 

Source: SRPNET

 

2. Outline Clear Project Goals and Objectives

Here’s where you set the expectations. Be crystal clear and focus on the “why.” This could be improving user experience, boosting productivity, or expanding service offerings. The goals and objectives keep everyone on the same page and help vendors understand the results you’re after.

In the case of Oak Valley College, their RFP goal is straightforward and to the point: “To enhance enrollment efforts, particularly focusing on graduating high school seniors within a 15-mile radius of Oak Valley Campuses in Santa Ana and Rialto.”

 

Source: Linkedin

 

3. Define the Scope of Work in Detail and Timeline

The scope of work is the heart of your RFP—it’s where you spell out exactly what you expect from vendors. This could include specific products, services, reports or any tangible outcomes expected in the project.

For each deliverable, include a description, including any responsibilities, tools specifications, formats or standards that vendors need to meet.

The scope of work in this request for proposal for a comprehensive energy efficiency and sustainability program by the City of Desert Hot Springs is pretty exhaustive.

Source: City of Desert Hot Springs

Lay out a timeline that covers the entire project from proposal submission to final implementation. Include key deadlines, like the due date for proposals, when the project should kick off and any crucial milestones.

If you want to implement a recurring project update process, it’s essential to clearly outline those expectations as part of the project requirements.

For example, this RFP from the Washington State Department of Commerce provides an estimated schedule for procurement to the actual commencement of contract work.

Source: WA Department of Commerce

Pro Tip: Break the scope down into phases if possible and include an estimated schedule the RFP process will follow along with dates.

4. Include a Budget Range

Budgets are the backbone of any project—they determine resources, influence investments, shape timelines and affect how much manpower a contractor can devote to getting the job done.

Takiya Green, a Non-Profit Capacity Building Consultant, has been around the block with RFPs—and lately, she’s noticed a trend that’s making it tougher for consultants to respond: RFPs with no clear budget or spending cap.

Source: LinkedIn

Takiya’s point drives home an essential truth:  being upfront about the budget in your RFP isn’t just courteous—it’s crucial.

It sets firm financial boundaries and lets potential partners or vendors know if the project aligns with their own financial expectations.

In short, it helps suppliers figure out whether they can take on the job without stretching themselves thin.

Provide a budget range or specific dollar amount, along with any relevant funding limitations, payment terms and schedules.

Adding a cost breakdown also helps. This way, vendors can pull together realistic, thorough proposals based on what’s financially possible. But more importantly, it eliminates surprises or misalignments down the road.

Pro Tip: If you’re unsure about the budget, give a “not-to-exceed” figure or ask vendors to suggest a phased approach based on a preliminary budget. This flexibility can lead to innovative ideas within your financial limits.

 

5. List the Selection/Evaluation Criteria

Vendors want transparency about how you’ll assess their proposals, so laying out your criteria clearly makes a big difference.

This way, they’re not guessing—they know exactly what you’re looking for and can tailor their proposals to stand out in the areas that matter to you most.

Are you prioritizing relevant experience? Is a competitive price top of mind? Maybe you’re focused on finding someone who can meet a tight deadline, bring fresh creative ideas or have technical expertise that’s second to none.

When vendors know what you value, it helps them emphasize their strongest qualities and tailor their service proposal to what’s important to you.

Keep in mind that if you’re looking for specific experience, certifications, or technical skills, this is also the place to lay it all out. This helps weed out vendors who might not have the right expertise and makes the selection process easier.

Notice how this RFP from the City of Desert Hot Springs shares an overview of the evaluation criteria and then lists out the scoring criteria in bullet points.

Source: City of Desert Hot Springs

Pro Tip: Rank your evaluation criteria in order of importance. For instance, if experience in your industry is most important, put it at the top of your list. Vendors will prioritize their responses to highlight their strengths in these areas.

6. List Potential Concerns or Roadblocks

Every project has its share of bumps, whether it's tight timelines, complex technical requirements, regulatory restrictions or limited resources. 

For example, if your project involves integrating new technology into your existing systems, vendors may need to account for compatibility, data migration or scalability issues,  potential delays or extra testing to ensure smooth integration. Training,  skill gaps and security concerns could also be a hurdle.

If this is something you foresee, it’s best to mention it early on in the RFP. Vendors will appreciate knowing this ahead of time. It helps them to assess whether or not they have the right technical capabilities to handle it or if additional support will be needed. 

 

7. Provide Proposal Submission Guidelines and Contact Details

This is where you lay down the nitty-gritty: how vendors should format their project proposals, where to send them and any other requirements.

Should they include case studies or references? How many pages should the proposal be?

Giving clear instructions here makes the submission process smooth for everyone involved.

It’s always helpful to have a go-to person for questions or clarifications. Provide their name, email and phone number and let vendors know when and how to reach out. This avoids confusion and keeps communications streamlined.

Consider providing a checklist or summary of requirements so vendors can double-check that they haven’t missed anything before submitting their proposal.

For example, the RFP process we mentioned earlier from the Salt River Project (SRP) has some clear and easy-to-follow guidelines for submitting proposals.

Source: City of Desert Hot Springs

 

8. Get Feedback From Team Members/ Stakeholders

Each department or stakeholder often has unique insights that can help shape a more comprehensive, accurate RFP.

For example, finance might provide perspective on budget limits, legal could flag compliance concerns and the project team can confirm whether timelines are realistic.

By gathering input from those who’ll be involved in the project, you reduce the risk of leaving out important details that might cause confusion or misalignment later. Schedule a quick RFP review meeting where key stakeholders can ask questions and give final feedback before it’s sent out.

This saves you from back-and-forth edits and creates a shared understanding of project goals and expectations.

 

How to Create a Request for Proposal (RFP) Using Visme

Creating an RFP from scratch can be overwhelming and time-consuming.

So why go through the hassle and guesswork when you can make one quickly using Visme?

Whether you're creating RFPs for simple or complex projects or to serve different needs or departments, you'll find tons of templates, tools and features to streamline the entire process.

In this section, we’ll discuss how you can prepare and send RFPs using Visme.

Step 1: Choose an RFP Template

To get started, log in to your Visme dashboard or sign up for a free account (if you're a new user). Then Click on Create New → Projects → Documents.

Browse through the templates below to find an RFP proposal or type the specific keywords (eg. RFP) and you’ll find dozens of options to get you started.

Visme offers a fantastic selection of professionally designed request for proposal templates to suit various industries.

Browse through the options and find one that fits your needs.

When selecting an RFP template, think about what best reflects your brand’s unique style, industry and project type.

If you’re not quite seeing something that resonates, don’t worry! Just pick an RFP template that reflects your desired aesthetic and customize it to your heart's content.

Pro Tip: On a tight deadline or just need a jumpstart on your RFP? Visme’s AI proposal generator is your best ally. Just give the tool a good rundown of the type of RFP you need, pick a design you like and you’ll have a polished RFP draft that you can customize.

 

Step 2: Customize the Template

The best thing about Visme templates is that everything you see is fully customizable—from text, stock images, icons and colors.

Start by replacing the filler text with your RFP information and add new sections if necessary.

Don’t forget to personalize your RFP design to reflect your unique brand identity and aesthetic! Simply upload your brand kit or use the Brand Wizard—complete with logos, icons, fonts and color palettes—and transform the entire template theme with just a click.

Plus, you can seamlessly integrate your brand colors into all of the design elements and even the graphics, giving you limitless options for customization.

Next, upload relevant visuals or access millions of stock photos, icons, widgets, illustrations, characters and other visual assets from our extensive library to make your RFP proposal pack a punch. You can even make it interactive with pre-loaded 2D and 3D visual assets, animations and interactive elements.

Pro Tip: If you find yourself stuck writing RFPs or editing the text, use Visme’s AI text generator to help you out. Simply explain what you want to create and let AI do all the heavy lifting.

 

Step 3: Collaborate with Your Team

When everyone’s working together, the quality and efficiency of your proposals can really soar! Visme’s collaboration features and workflow management tools are a game-changer for this process.

They make it easy for your entire team to jump in together—share tips, leave feedback and comments, make edits and suggest improvements all in real-time. This interactive approach not only boosts creativity but also speeds up the writing process.

To manage the workflow process even better, you can assign different pages to different people to work on, leave notes or guidelines, assign due dates, review their work and track the entire process until it’s completed.

 

Step 4: Share Your RFP With the Vendors or Suppliers

Once you've prepared the RFP, it's time to send them to your vendors or suppliers.

Visme lets you publish and share the RFP with your contacts through various channels.

• Generate a live link or share the RFP directly on social platforms (LinkedIn, Facebook, Pinterest, Twitter and Slack).
• Embed the design on your website using a code.
• Download in multiple formats, including PDF, Image, PPTX, MP4, HTML, SCORM and xAPI.

And with Visme's analytics tool, you can see when the supplier has viewed your proposal and which parts they spent the most time on.

 

An Overview of the Complete RFP Process

Here’s a step-by-step outline of the RFP (Request for Proposal) process, from planning to vendor selection:

1. Needs Analysis: The organization sending out the RFP begins by clarifying the project needs, requirements, goals, budget, timeline and the resources and expertise required to meet those needs.

*Note that even before the RFP process begins, some organizations issue a request for expression of interest (REOI) to survey the market and find out if there are enough qualified vendors interested in the upcoming project.*

2. Gathering Stakeholders and Setting Requirements: The organization assembles a team of stakeholders from relevant departments, such as finance, legal and operations, to provide input on the project. The team then establishes the evaluation criteria that will guide vendor selection, ensuring a well-rounded perspective on the project needs.

3. Drafting the RFP Document: The team develops the RFP document, including sections such as project background, scope of work, timeline, submission guidelines and evaluation criteria. They also include instructions on formatting and submitting responses. This document provides vendors with a clear understanding of the project requirements.

4. Issuing the RFP:  Once the RFP is finalized, the organization distributes it to potential vendors. This may involve posting the RFP on public procurement platforms, sharing it directly with a pre-qualified list of vendors, or both. This step pulls in a competitive pool of vendors that meet the project’s criteria.

*Before issuing an RFP, organizations sometimes send out a request for qualification (RFQ) to narrow down the field of potential vendors. The RFQ focuses on verifying specific qualifications, such as experience, certifications, financial stability and expertise relevant to the project*

5. Communicating with Vendors: The organization offers a Q&A period for vendors to ask questions or clarify details. This may involve hosting a webinar, arranging a meeting or providing responses via email.

6. Receiving and Reviewing Proposals: The organization collects and organizes all vendor submissions in a centralized location. Then, they conduct a preliminary review to ensure each proposal meets the RFP requirements and screen out non-compliant responses early.

7. Evaluating Proposals: The evaluation team uses the established criteria to score each proposal based on factors such as expertise, cost and timeline. They then shortlist the top candidates who best meet the project’s needs. This systematic approach enables an objective comparison of vendors.

8. Interviewing or Conducting Presentations (Optional):  For larger or complex projects, the organization may invite shortlisted vendors to present their proposals, clarify details through interviews or visit project sites. These presentations allow the evaluation team to ask additional questions and gain insights into each vendor’s approach. At this stage, the organization may ask the shortlisted vendors to submit a request for tender (RFT)–where the focus is specifically on price, compliance with specifications and the exact terms of execution.

9. Selecting the Winning Proposal: The evaluation team selects the vendor that best aligns with the project’s goals, budget and timeline. They notify the selected vendor, respectfully communicate the decision to the unsuccessful vendors and close the RFP process.

10. Negotiating and Finalizing the Contract: The organization works with the chosen vendor to negotiate the contract and project terms so that all parties are aligned on expectations. Both parties finalize and sign the contract, making the partnership official.

11. Kicking Off the Project and Monitoring Progress: The organization holds a kickoff meeting to set project expectations, review the project plan and establish communication protocols. They monitor progress regularly to ensure all milestones are achieved according to the agreed-upon timeline and deliverables.

 

3 Best Request for Proposal (RFP) Software

The good news is that you don’t have to approach the RFP process manually. In fact, the right RFP software can make all the difference.

Of course, finding the right tool is the first step. There are plenty of options out there, each claiming to streamline your proposal process. In this section, we’ll look at the top RFP management software to help you find the best fit for your business needs.

Visme: Best for RFP & Document Creation

Visme is a powerful tool for creating visually appealing RFPs, proposals, reports, presentations, plans and a variety of other business documents that truly stand out.

With its intuitive drag-and-drop editor and millions of design assets and branding tools, anyone—regardless of design expertise—can whip up scroll-stopping documents that pack a punch.

You don’t even need to spend hours on design; you’ll find an extensive library of professionally designed templates, including RFP, bid proposal, service proposal and product proposal templates—just to name a few.

When you need to show off some key data in your RFP, Visme has got you covered. You can integrate charts, graphs and even infographics into your RFP to make complex data easier to digest.

This is where it gets even better: Visme has a robust suite of AI-powered tools to streamline the design and content writing process. Plus, teams of all sizes can collaborate, share feedback, finalize the RFP and stay in the loop regarding tasks and deadlines.

Features

• A comprehensive library of ready-to-use RFP templates covering a wide range of industries
• Extensive library of stock photos, icons, shapes, characters, scenes,  illustrations and other design assets
• Share links for feedback and real-time collaboration with team members or stakeholders
• Assign tasks, track deadlines towards completion and issue approvals with workflow management tools
• 30+ charts, graphs and data widgets for data visualization
• Download RFPs in multiple formats (PDF, PowerPoint) or share a digital link
• Rich array of animation and interactive elements, including hover effects, pop-ups, transitions, hotspots, animated icons, illustrations, special effects, 3D characters and scenes
• AI-powered tools for generating text, creating proposals, generating images, editing photos and much more
• Brand Design Tool to keep logos, colors, fonts and brand assets consistent throughout RFPs.

Pros

• Robust library of professionally designed templates
• Animation tools and interactive elements
• Easy-to-use design tools, ideal for non-designers
• Wide range of customization options for branding
• Millions of stock photos and design assets

Cons

• Some advanced features are locked behind higher-tier pricing plans

Pricing

• Basic: $0
• Starter: $12.25/month (paid annually)
• Pro: $24.75/month (paid annually)
• Enterprise: Book a demo

Ratings & Review

• G2: 4.6/5 
• Capterra: 4.5/5

 

PandaDoc:  Best for Proposal Collaboration & E-Signatures

PandaDoc is a document automation tool designed to help organizations create, share and manage various business documents, including RFPs.

Users can access prebuilt templates to get their proposals ready quickly, along with tools for customizing them. The best part is that you don’t need to start from scratch each time you create an RFP—just plug in the details and you’re good to go.

It streamlines the RFP process by offering features for digital signatures and automated tracking. Another feature I’ve found helpful is the collaboration tool that lets multiple team members work on the same document at once. You can leave comments, suggest edits and track changes in real time, which is especially useful when multiple people need to provide input or approval.

Features

• Pre-built templates for RFPs, proposals and other documents, customizable to fit specific project needs
• Allows for electronic signatures directly in the document, facilitating fast approvals
• Stores and reuses sections, such as terms and conditions, to speed up the creation of future RFPs
• Enables multiple users to work on the document simultaneously with an in-document commenting system
• Track when recipients open, view, or comment on the RFP for efficient follow-up

Pros

• Intuitive user interface
• Integrated e-signatures for faster approvals
• Analytics feature helps track engagement with proposals
• Integration with Canva offers access to a wide variety of design elements in seconds

Cons

• Limited customization of templates compared to design-focused tools like Visme.
• Full features require a paid plan
• Doesn’t support animation and interactivity
• Some users report a learning curve with more advanced features
• No free plan

Pricing

• Starter: $19/month (paid annually)
• Business: $49/month  (paid annually)
• Enterprise: Contact sales

Ratings & Review

• G2: 4.7/5 
• Capterra: 4.5/5 

 

Responsive (Formerly RFPIO): Best for RFP Automation

Responsive is a dedicated RFP management platform designed specifically to simplify both the creation and response process. It’s particularly useful if you're handling a lot of RFPs and need to manage the entire lifecycle—from creation to response management.

One of Responsive’s standout features is its content library, where you can store reusable content like standard responses, templates and answers. This is especially handy when you're responding to similar RFPs over time and don’t want to reinvent the wheel each time.

Responsive also uses AI-powered automation to suggest relevant responses based on your previous RFP answers, helping you fill in the blanks faster.

Features

• Stores reusable content, templates and answers, making it easy to respond to similar RFPs
• ​​Uses AI to suggest relevant answers from past RFPs.
• Assign tasks, track progress and communicate with team members within the platform
• Integrates with popular CRM and document management tools, such as Salesforce and Microsoft Word

Pros

• Provides an easy to use drag and drop proposal builder
• Supports import of RFPs or other requests from Word, Excel or PDF
• Offers AI-assisted analysis and RFP responses

Cons

• Limited customization options compared to Visme
• Template design options are limited
• Some features are locked behind higher-tier pricing plans.
• Doesn’t support animation and interactivity
• No upfront pricing

Pricing

• Responsive has three pricing tiers: Professional, Business and Enterprise. But you'll need to contact sales to learn more about the pricing for each tier.

Ratings & Review

• G2: 4.5/5
• Capterra: 4.6/5 

 

What Happens After the RFP?

Once the RFP has been published and vendors submit their proposals, the next round of work begins. Below are the activities that typically take place:

1. Proposal evaluation: The first activity is to review proposals to filter out any that don't meet basic requirements.

2. Eliminate the first round of suppliers: Eliminate suppliers in this first round if their business proposals are poorly written, priced far above or below others or lack the right fit. Notify these suppliers and provide feedback on why they were eliminated.

3. Call references: For shortlisted suppliers, schedule reference calls with the entire RFP team as part of your due diligence checklist. Put together a due diligence report to share with higher-ups. These reference checks will help you verify the supplier's credibility, experience and reliability.

4. Host demonstrations: Arrange product demos or project presentations, either on-site or at the supplier’s location, to give the team and stakeholders hands-on experience with the supplier and product.

5. Best and Final Offer (BAFO): Allow suppliers to submit their best and final offer. This is more or less a chance for them to fine-tune their pricing and terms.

6. Supplier Selection: This is the final step in the RFP process and the start of the project. After a thorough RFP evaluation process, select the best supplier and prepare to move forward.

7. Review the Selection Process with Management: Draft a formal report detailing why suppliers were eliminated and why the winning supplier was chosen, using evaluation notes, reference call insights and demo feedback.

8. Debrief Non-Selected Suppliers: Many suppliers appreciate feedback on why they were not chosen and how they could improve future proposals. If possible, schedule debriefing sessions or official communication to provide constructive insights.

9. Project Kick-Off: After the contract is signed, the project moves into the implementation phase, starting with a kick-off meeting to align goals, introduce teams and set timelines.

 

How to Competitively Respond to an RFP

Landing an RFP can feel like striking gold—it’s an exciting opportunity to show off what you can do and maybe even gain a long-term client relationship.

But make no mistake, you're not the only one aiming to win them over. With competitors lined up and ready, the stakes couldn’t be higher.

In fact, studies show that the average win rate for RFPs is around 43%—meaning, if you’re not putting your best foot forward, you’re already behind the eight ball.

Let’s break down how to create an RFP response that turns this opportunity into a win!

• Review the RFP Thoroughly: Before diving into your response, read the RFP cover to cover. The goal here is to understand what the client truly needs, their pain points and how your solution addresses them. Remember to note deadlines, requirements and anything specific the client wants.
• Follow Instructions Carefully: RFPs often come with strict guidelines, so follow them to the letter. Missed details—like page limits, specific questions, or formatting—can easily land your proposal in the "no" pile.
• Team Up for Success: Involve your team early—brainstorm ideas, divide up tasks and gather insights. Everyone brings something unique to the table, so leveraging diverse perspectives can sharpen your response.
• Craft the First Draft: Get all ideas down in a cohesive draft with key sections like: 
  • Cover Letter: Introduce your team and express interest in the project.
  • Executive Summary: Provide a high-level overview of how you’ll address the client’s needs.
  • Company Background: Share highlights of your relevant experience, expertise and values.
  • Project Approach and Solution: Give the client a practical overview of how you’ll tackle their project, from start to finish and how it meets their requirements.
  • Timeline and Deliverables: Lay out key milestones and timelines so the client can easily visualize how things will unfold.
  • Pricing and Payment Terms: Be upfront about pricing and if possible, give options or tiers to fit different budgets.
  • References and Case Studies: Proof of past successes in similar projects with  relevant references, testimonials and case studies.

• Seek Team Feedback: Share the draft with your team for feedback. Constructive input can help refine the proposal and ensure it addresses all client requirements effectively.
• Submit on Time: After final review and polish, submit the proposal before the deadline. 
• Follow Up Thoughtfully: Send a polite follow-up to confirm receipt and express appreciation for the opportunity. 

For a deeper dive into each of these steps, check out our full guide: RFP Response Templates & Best Practices to Win Your Next RFP Proposal. This article will walk you through every part of the process with practical tips and templates to help you craft a standout RFP response.

 

RFP Best Practices

To make your stand out, you’ve got to do more than just follow the steps we shared earlier in the article. 

Follow these RFP practices to make the most of your next RFP process.

• Use an RFP creation and management software: Trying to handle the RFP process manually can feel like reinventing the wheel every time. With specialized RFP creation and management software and well-designed templates, you can cut down the repetitive work and focus on crafting a pitch-perfect request. Platforms like Visme, PandaDoc and Responsive make it a breeze to create, send and manage RFPs in one place, saving you both time and headaches. 
• Keep the communication line open: Don’t go radio silent after sending out an RFP. Questions are bound to pop up and if vendors can’t get answers, you might end up with proposals that miss the mark. Designate a primary point of contact who can answer queries on time and consider scheduling Q&A sessions or allowing vendors to submit questions by a certain date.
• Protect confidential information of both the client and vendors: Confidentiality between companies and vendors is essential, especially in RFPs where sensitive information can be shared on both sides. Implement strict policies for managing data and consider using non-disclosure agreements (NDAs) to formalize this protection.
• Clarify evaluation criteria: Nothing leaves vendors scratching their heads more than vague or undisclosed evaluation criteria. Spell out exactly what you’re looking for: is it experience? Cost-effectiveness? Innovation? Whatever your top priorities are, make sure they’re front and center. This clarity not only builds trust but also ensures that vendors can align their proposals with what really matters to you.
• Provide the right amount of information: The RFP becomes a vehicle that allows both the buyer and the supplier to establish a dialogue and to work from the same set of rules, requirements, schedules and information. When writing an RFP, you have to find that sweet spot. Give vendors just enough information to understand what you’re looking for without overwhelming them. 

 

RFP FAQs

 

Easily Create & Manage Professional RFPs with Visme

Whether you’re kicking off a big project or looking for a new product, an RFP ensures you’re getting the best possible solutions while keeping things transparent and organized.

However, creating an RFP can feel like a tall order if you don’t have the right tools and processes in place. That’s where Visme comes in to simplify the entire journey.

From brainstorming your RFP’s structure to drafting your content, Visme’s extensive library of templates gives you a solid starting point, so you’re never staring at a blank page. Their intuitive editor makes it easy to customize your RFP and tailor it to your project’s specific needs.

What’s more, Visme supports seamless collaboration with your team. You can easily review, edit, and provide feedback on the RFP, all on the same platform.

Once you’re ready to send your RFP out, Visme offers multiple sharing options, and with built-in analytics, you can track how vendors engage with your RFP, so you can spot who’s interested and how they’re interacting with your document.

Ready to hit the ground running? Book a demo to discover how Visme can take the guesswork out of your next RFP and help you get the results that matter.