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Key takeaways
- An RFI gathers information about suppliers and options. It does not lead directly to a contract.
- An RFQ asks for a price on a clearly defined product or service. Price is the main decision factor.
- An RFP asks for a solution proposal where the approach matters as much as the price.
- Pick the request by how well you know what you want: unknown, known and specified, or known as a problem.
- Always set scoring criteria before the responses arrive, and send every bidder the same information.
A procurement manager sends an RFP for 500 identical office chairs. The responses come back as long documents about each supplier's philosophy of seating. What she needed was an RFQ and a one-page price sheet.
Choosing the wrong request wastes the buyer's time and the suppliers'. The right one is easy to pick once you see what each is for.
The three at a glance
| RFI | RFQ | RFP | |
|---|---|---|---|
| Stands for | Request for information | Request for quotation | Request for proposal |
| Purpose | Learn about the market and suppliers | Get a price for a defined item | Get proposed solutions to a problem |
| You know | Little about options | Exactly what you want | The problem, not the solution |
| Main deciding factor | None, it is research | Price, then delivery and terms | Overall value: approach, price, capability |
| Leads to contract? | Not directly | Yes, often a purchase order | Yes, a negotiated contract |
| Effort for suppliers | Low | Low to medium | High |
| Typical use | Early market scan | Standard goods and services | Complex services, software, projects |
What an RFI is
A request for information is a short questionnaire you send to potential suppliers early, when you are not ready to buy. It asks about capabilities, experience, products and rough pricing ranges. The aim is to learn what the market offers so you can write a better RFQ or RFP.
- Use when: you are new to a category, technology or region.
- Include: a short description of your situation, specific questions and a deadline.
- Do not: treat it as a bid. Suppliers will not give binding prices, and you should not promise work.
A starting document is in our RFI template.
What an RFQ is
A request for quotation asks suppliers to price a clearly defined requirement. You already know what you want: the model, the quantity, the specification, the delivery date. The suppliers compete mainly on price, and on terms such as delivery and payment.
- Use when: the item or service is standard and well specified.
- Include: exact specification, quantities, delivery location and date, payment terms wanted, validity period of the quote and the deadline.
- Do not: use it for work that needs creative solutions. You will get prices for the wrong thing.
See our RFQ template.
What an RFP is
A request for proposal describes a problem or a goal and asks suppliers to propose how they would solve it, with timeline, team, method and price. The decision weighs the quality of the answer as well as cost.
- Use when: the work is complex, the solution is not obvious or suppliers can solve it in different ways, as with software, consulting or large projects.
- Include: background, goals, scope, requirements, evaluation criteria with weights, timeline, response format and contract expectations.
- Do not: send one without defined scoring. It becomes a beauty contest.
See our RFP template.
How to choose
- Do you know enough to define what you want? If not, start with an RFI.
- If you can specify it precisely, and any supplier meeting the spec is acceptable, use an RFQ.
- If you can state the problem but suppliers may solve it differently, use an RFP.
- If the purchase is small, skip all three and compare two or three quotes by email.
Buying 2,000 branded notebooks to a fixed specification: RFQ.
Exploring what AI contract review tools exist before deciding whether to buy: RFI.
Choosing a company to build and run a new supplier portal: RFP.
Entering a new country where you know no logistics providers: RFI, then an RFP for the shortlist.
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Many companies combine them
A large sourcing project often runs in stages. An RFI narrows the market. An RFP selects a shortlist. A final RFQ or best and final offer round settles the price among finalists. Each stage cuts the number of suppliers and raises the detail.
Running a fair process
- Same information for everyone. Answer supplier questions in writing and share answers with all bidders.
- Clear deadline. Late responses are rejected, or you lose credibility.
- Criteria set first. Decide the scoring and weights before opening responses.
- More than one scorer. Independent scores reduce bias.
- Written decision. Record why you chose the winner. It helps with debriefs and audits.
Scoring responses
A simple weighted scoring matrix keeps the decision honest.
- Fit to requirements: 35 percent
- Price and total cost: 25 percent
- Delivery plan and timeline: 15 percent
- Experience and references: 15 percent
- Risk, security and compliance: 10 percent
Each criterion is scored from 1 to 5 by each reviewer, multiplied by its weight and summed. The weights above are examples. Set yours to reflect what matters in your project.
Writing questions suppliers can answer
The quality of responses depends on the quality of questions. Compare these.
| Weak question | Better question |
|---|---|
| Are you secure? | Do you hold an independent security audit report that is under twelve months old? Please attach the summary. |
| Do you have good support? | What are your support hours, and what is your target and actual first response time for urgent issues over the last six months? |
| Can you integrate with our systems? | Which of these systems do you integrate with natively, which through an API, and which not at all? List each. |
| What is your price? | Provide pricing as a table: setup fees, recurring fees per unit, volume tiers and any extra charges. |
Questions with a measurable answer are easier to score and harder to dodge.
Mistakes to avoid
- Wrong document for the situation. An RFP for a commodity wastes everyone's effort.
- Vague requirements. Suppliers answer different questions, and you cannot compare answers.
- Too many questions. A 200-question RFP discourages good suppliers from responding.
- No feedback. Tell unsuccessful bidders briefly why. They will bid again.
- Using an RFP to fish for ideas. Do not run a process you do not intend to complete.
To see where these requests fit in the wider process, read what is strategic sourcing and the RFQ and RFP workflow. Tools that handle them are covered in eSourcing and RFx software.
A sample RFP outline
- Background. Who you are and why you are buying.
- Goals. What success looks like, in plain words.
- Scope. What is in and out.
- Requirements. Must-haves and nice-to-haves, numbered so suppliers can answer each.
- Response format. What to include and in what order.
- Evaluation. The criteria and weights.
- Timeline. Question deadline, response deadline, decision date and start date.
- Terms. Contract expectations, confidentiality, validity of the offer.
- Contacts. One person for questions, so every bidder gets the same answers.
Terms to know
- RFx. The general family of requests for information, quotation and proposal.
- Bid validity. How long a supplier's price stays open.
- Addendum. A written change to the request, sent to all bidders.
- Shortlist. The suppliers who proceed to the next round.
- Reverse auction. An online event where suppliers bid prices downward in real time.
- Tender. A formal competitive bid process, common in public buying.
Frequently asked questions
What is the difference between an RFI, RFP and RFQ?
An RFI asks for general information. An RFQ asks for a price on a defined item. An RFP asks for a proposed solution to a problem, with price as one factor.
When should I use an RFQ instead of an RFP?
Use an RFQ when you can specify exactly what you want and price is the main differentiator. Use an RFP when the solution and the approach matter.
Do I need an RFI before an RFP?
Not always. Use an RFI when you do not know the market well. If you already know the options, go straight to the RFP.
What is an RFx?
RFx is a general term covering RFI, RFQ, RFP and similar requests.
How long should suppliers get to respond?
Enough to give a good answer. A simple RFQ may need a few days. A complex RFP often needs two to four weeks.