RFI Template (Request for Information)
Before you can write a detailed RFQ or RFP, you need to understand who's actually out there and what they can do. An RFI is the low-effort, high-value first step that gets you there.
RFI Template
Buyer info, background and purpose section, a company/capability question table, and clear next-steps language.
Where an RFI fits in the sourcing process
Most procurement guides jump straight to RFQs and RFPs, skipping the step that actually comes first for anything genuinely new: figuring out who's even in the market and what they can realistically do. An RFI is built for exactly that — open-ended, capability-focused questions rather than a request for firm pricing or a detailed proposal.
- Buyer information and response timeline
- A background and purpose section explaining what you're trying to learn
- A structured table of company and capability questions
- Clear next-steps language setting expectations for what happens after responses come in
Why casting a wider net here makes sense
Unlike an RFQ, which asks vendors to invest real time preparing a firm quote, an RFI is relatively quick for a vendor to answer. That asymmetry is exactly why it's reasonable to send this to more vendors than you'd ever send a full RFQ — the goal is building an accurate picture of the market, then narrowing from there. Use the responses to shortlist 3-5 vendors worth taking to a formal RFQ or RFP, rather than trying to make a final decision from RFI answers alone.
For the fuller picture on where RFIs, RFQs, and RFPs each fit in the buying process, our sourcing vs procurement guide covers the broader sourcing sequence this template is one part of.
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Common questions about this template
Use an RFI when you're still exploring the market and don't yet know enough to write detailed specifications or request firm pricing. An RFQ or RFP comes later, once you understand the vendor landscape well enough to ask for specific quotes or proposals.
You can cast a wider net with an RFI than an RFQ, since it's relatively low-effort for vendors to respond to. Use the responses to build a shortlist of 3-5 vendors worth taking to a formal RFP or RFQ.
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