Request for Proposal (Rfp) Template

How to Write an RFP Template?

Using a Request for Proposal template will allow you to adapt the template to the various needs your business may have, ensuring that you do not miss any crucial information. A simple Request for Proposal template should follow a similar structure to the one below:

• Naming the proposal . This must reflect the nature of the proposal;
• Briefly introduce your business so that a vendor knows exactly what your business does;
• Give a brief but detailed account of the proposal . Here you must outline what you want from a vendor;
• Describe the overall aim . Let the vendor know the company aims, preferences, the goals they want to achieve and what aspects of those goals are crucial to them;
• Flag up any potential issues that you are currently facing and describe how working together with a vendor can help eliminate those issues;
• Include information on how you will evaluate the proposal once received . This will ensure that vendors can produce the most accurate and correct proposal;
• Inform the vendor of any other relevant conditions that would be of importance, such as deadline dates for submitting proposals;
• Leave contact details of a business representative that would be available to answer any questions a vendor may have after receiving the RFP.

How to Write a Request for Proposal Letter?

Layout this letter like any other standard formal business letter, starting with contact details:

1. The name of the proposal.
2. Name of company.
3. Contact details of the company.
4. Name of company representative.
5. Contact details of the representative.

Then write the main body of the text:

1. Introductory paragraph

   • Here you need to introduce your business and explain what makes your business unique;
   • Our company is [insert information]. Our main aim is to [state aims].

2. Project Outline

   • In this section, you must in detail explain the main goals of the project, what you hope to achieve and why it is important along with work completion deadlines;
   • We aim to achieve [insert goals]. This will include [list of specific tasks]. The listed tasks have a completion deadline of [insert deadline].

3. Crucial Elements

   • It is important to state any elements that your business deems as crucial;
   • For us, it is important that [state elements].

4. Potential Issues

   • Here you can outline any potential issues that the vendor will face to push aside any vendors that would not be able to overcome them;
   • We realize that there may be some issues regarding [state issues].

5. Proposal Evaluation

   • Explain how the proposals will be evaluated so that the vendors have an understanding of what to prepare in the proposal;
   • Proposals will be evaluated on [insert list].

6. Submission deadlines

   • State the deadline date and time for accepting proposals.
   • The deadline date for proposal submissions is [insert date] at [insert time].

7. Contact Information

   • Provide the vendor with contact information in case they have further questions;
   • If you have any further questions, please feel free to get in touch with [name], our [position] by [method of contact].

Related Topics:

• Request for Quote Template;
• Bid Proposal Template;
• Sponsorship Proposal Template.