Expert insights for procurement professionals on writing, structuring, and formatting RFPs that deliver real business value.
Executive Summary
- RFPs help procurement professionals identify the right vendor — not just the lowest bidder.
- Skipping the RFP process often results in paying too much or getting poor service.
- RFPs are especially critical when sourcing services rather than standardized products.
- Engage with stakeholders early to clarify needs and expectations.
- Provide context, direction, and evaluation criteria clearly in your RFP.
- Communicate timelines, formatting, and scoring methods up front.
- After project completion, conduct a post-mortem to improve future RFPs.
- PowerRFP automates RFP creation and formatting, helping you work faster and more effectively.
What’s an RFP and Why It Matters
A Request for Proposal (RFP) is a structured document used to solicit bids from vendors for goods or services. For procurement professionals, it’s the foundation of a fair, transparent, and competitive purchasing process.
While RFPs can be used for products, they’re especially valuable for services — like janitorial contracts, landscaping, IT support, or marketing. Why? Because services are variable. Quality, timing, and delivery can differ dramatically between providers. Products, on the other hand, are generally standardized — a laptop is a laptop, but cleaning standards or creative services are far more subjective.
By using an RFP, you help ensure the stakeholder gets exactly what they need — and the organization gets the best combination of value, quality, and reliability.
Start by Talking to the Stakeholder
Before you even start writing, have a conversation with the stakeholder — the person or department requesting the purchase.
Ask:
- What’s the problem we’re trying to solve?
- What outcome are they expecting?
- What’s most important — cost, speed, quality, or something else?
Sometimes, stakeholders don’t fully know what they want. It’s your job as the procurement professional to translate vague goals (“We need new cleaning services”) into clear, actionable requirements (“We need nightly cleaning after 10 p.m. to match our 12–8 p.m. office hours”).
This step prevents misunderstandings later and sets the stage for a successful RFP.
Plan Before You Write
RFPs fail when timelines aren’t thought through. Setting realistic milestones at the start helps keep vendors aligned and ensures your project stays on schedule.
Map out your key dates:
- When do you expect proposals to be submitted?
- When will the evaluation team meet?
- When do you plan to make a final decision?
- When should the product or service be delivered or installed?
Communicating these dates upfront shows vendors you’re organized — and helps you avoid rushed or incomplete proposals.
Communication Is Everything
Clear communication channels make or break an RFP. Vendors need to know how to reach you and when they can expect responses.
Establish:
- Who the primary contact person is
- How vendors should submit questions (email, portal, etc.)
- When answers will be provided
- Whether all vendor questions and answers will be shared publicly
Good communication builds trust and professionalism, setting the tone for the entire project.
Context Makes All the Difference
A common procurement pitfall is giving vendors just enough information to be wrong.
Context is what allows vendors to tailor solutions — and helps you get proposals that truly fit the stakeholder’s needs.
Examples:
- IT equipment: You need laptops under 14”. If you explain that employees travel frequently, vendors might recommend lighter, durable models. Without that context, they might propose basic office laptops that don’t hold up on the road.
- Cleaning contracts: You ask for “nightly cleaning.” If you specify that your office hours are noon–8 p.m., vendors can plan labor and scheduling more accurately.
- Landscaping services: “Weekly maintenance” could mean basic mowing or detailed seasonal upkeep — defining the why and what avoids costly assumptions.
When vendors understand the why, they can bring their expertise to the table — often identifying better, more efficient solutions.
Guide, Don’t Dictate
As a procurement professional, you want to leverage vendor expertise — not limit it. Provide direction, but leave room for creative problem-solving.
For example:
“We need a reliable, compact, high-performance laptop for mobile employees.”
This invites multiple innovative responses — from rugged business laptops to lightweight ultrabooks with extended battery life.
If instead you specify the exact make and model, you may lock yourself out of better alternatives or competitive pricing. Remember: vendors are the experts in their offerings — let them consult through their proposals.
Keep It Practical
There’s a fine line between clarity and complexity. Avoid overly vague or overly technical language.
Don’t say: “We require portable digital productivity devices.”
Do say: “We require laptops for office staff that support remote work.”
Simple, precise language saves time — and ensures your vendors can respond accurately.
Communicate How Bids Will Be Scored
Every vendor wants to know how they’ll be evaluated — and you’ll get stronger proposals if you’re transparent.
Clearly outline:
- Evaluation criteria: price, service quality, technical capabilities, delivery, support
- Weighting: what factors matter most
- Decision process: who’s reviewing and how final selection will be made
And remember: the lowest bid isn’t always the best value. A higher-priced proposal might include faster turnaround, better materials, or longer warranties — all of which deliver greater ROI for the organization.
How to Format Your RFP
Good formatting turns a complex process into a clear, digestible document. It also signals professionalism and makes it easier to compare vendor responses.
Use Clear Headings
Organize your RFP in a standard, logical structure:
- Introduction and Background
- Project Overview
- Scope of Work
- Submission Requirements
- Evaluation Criteria
- Timeline and Deadlines
- Contact Information
Ask Open-Ended Questions
Encourage insight and creativity:
“How would your team ensure consistent service quality across multiple locations?”
Ask Closed-Ended Questions for Non-Negotiables
Keep comparisons objective:
“Are you certified to provide service in [region]? (Yes/No)”
Be Consistent
Maintain uniform formatting, numbering, and date formats. Clarity reflects credibility — and makes evaluation faster.
10. Afterward: Conduct a Post-Mortem
Once the RFP process is complete, don’t just move on to the next task — review the results with your stakeholder.
Ask questions like:
- Did the vendor meet expectations?
- Were any requirements misunderstood or missing?
- What feedback did we get from vendors about the process?
This “post-mortem” is essential for continuous improvement — especially for seasonal or recurring needs like landscaping, snow removal, or power washing. Each review makes your next RFP sharper and more efficient.
The Easy Way: Automate Your RFP Process
Building an RFP manually can be tedious — especially when juggling multiple projects. That’s where PowerRFP streamlines your workflow.
With AI-powered RFP generation, PowerRFP helps procurement professionals create, format, and manage RFPs in minutes.
You can:
- Auto-generate complete RFPs with all key sections and criteria
- Customize questions and requirements for each stakeholder
- Share securely with vendors and track responses in one place
- Reduce administrative work and improve consistency across your organization
Let technology handle the structure — so you can focus on strategy and value.
Final Takeaway
For procurement professionals, every RFP is more than paperwork — it’s an opportunity to deliver better outcomes for your stakeholders.
By planning ahead, engaging stakeholders early, giving vendors clear context, and reviewing outcomes afterward, you’ll continuously refine your process and maximize value for your organization.
Explore how PowerRFP can simplify your RFP process – try it for free today.