That\u2019s OK because I have a few tips up my sleeve to make your RFP development process a little less daunting (and a little more fun, hopefully).<\/p>\n Table of Contents<\/strong><\/p>\n <\/a> <\/p>\n A request for proposal (RFP) is a written announcement designed to collect bids from vendors for a specific project. A good RFP clearly outlines the project details for both parties including what needs to be delivered, when, and for how much.<\/p>\n Since I struggle living in a world with a million acronyms, let\u2019s clear up the difference between an RFP and RFI before we continue.<\/p>\n <\/a> <\/p>\n A request for information (RFI) is used by companies to get a sense of what solutions are available on the market. A request for proposal (RFP) invites vendors to submit bids so companies can make final decisions for a specific business project.<\/p>\n Here\u2019s the TL;DR<\/strong> \u2014 If your business has a project and you need external support, and you already know what type of vendor you\u2019re looking for, you can use an RFP to shop around.<\/p>\n When I worked for a small health communication firm, one of our government clients wanted us to create an educational video series for them.<\/p>\n I developed an RFP on their behalf to solicit proposals from video production companies since we didn\u2019t have the capabilities to complete this work in house.<\/p>\n Hold on to this example \u2014 I\u2019ll use it to walk you through the RFP writing process.<\/p>\n <\/a> <\/p>\n As a reminder, here\u2019s the example we\u2019re using for this walkthrough: AJC Health is developing an RFP on behalf of a government client, DoGoodGov, for educational video production services.<\/p>\n (The company names are made up, but the experience is real \u2026 I promise.)<\/p>\n Your RFP should always start with an introduction and overview of your business. This helps set the stage for potential vendors and allows them to better understand who they\u2019ll be working with.<\/p>\n Pro tip:<\/strong> I like to keep this section brief. Just introduce your business, highlight your mission, and discuss the products and services you provide.<\/p>\n Example:<\/strong><\/p>\n AJC Health is a health communication firm based in Washington, DC. Our mission is to empower teens and young adults to lead healthier lives.<\/em><\/p>\n For over 10 years, we\u2019ve helped clients achieve their goals by providing marketing and communications services including campaign development, copywriting, and multimedia project support.<\/em><\/p>\n After you introduce yourself, provide an overview of the project. This is your first opportunity to describe what you\u2019re hoping to accomplish and the areas of expertise you\u2019re looking for.<\/p>\n I like to think of this section as a way to help vendors better understand your priorities so they can tailor their proposals accordingly.<\/p>\n Pro tip:<\/strong> I\u2019d recommend keeping this section clear and concise. Focus on the purpose of the RFP, the type(s) of vendors you\u2019re looking for, and your goals. You\u2019ll have an opportunity later to provide specific details about the scope of work later.<\/p>\n Example:<\/strong><\/p>\n The purpose of this Request for Proposals (RFP) is to invite businesses who specialize in video production, live action, animation, and multimedia for educational purposes to submit proposals to our company.<\/em><\/p>\n We\u2019re currently seeking qualified vendors to support the development of a public health video series on behalf of DoGoodGov. Our goal is to build brand awareness, drive web traffic, and increase our YouTube marketing ROI.<\/em><\/p>\n In the last step, we described the project at a high level. This section is where you can get into the weeds a little bit. State your budget and describe the specific services you need.<\/p>\n For me, it\u2019s helpful to compare this section to the \u201cJob Responsibilities\u201d section in a job description. Give a complete snapshot of what the role entails.<\/p>\n Pro tip:<\/strong> You can take various approaches when describing the services you\u2019re seeking in an RFP, but I recommend incorporating bullet points or breaking up your information so that it\u2019s easy for vendors to scan.<\/p>\n Example:<\/strong><\/p>\n The budget for this project is $12,750.<\/em><\/p>\n The selected firm will be responsible for the ideation, production, and delivery of a three-part video series to educate teens and young adults about the benefits of living a healthy lifestyle.<\/em><\/p>\n Tasks include but may not be limited to the following criteria:<\/em><\/p>\n Here, you\u2019ll want to mention any challenges specific to your project. This may include elements like limited resources or specialized requirements that the average vendor may not have or easily obtain.<\/p>\n This may seem counterintuitive, but I\u2019ve found that this helps you eliminate unsatisfactory bidders and figure out which vendors have the skills to tackle those challenges.<\/p>\n Pro tip: <\/strong>It\u2019s crucial to be transparent here. Otherwise, vendors may not fully understand the potential difficulties that may arise. This lack of knowledge could lead to delayed timelines, increased costs, or worse \u2014 an unsuccessful project.<\/p>\n Example:<\/strong><\/p>\n As a federal entity, DoGoodGov requires all materials, including multimedia content, to meet the requirements of Section 508 Compliance. Vendors must have specialized knowledge in 508-Compliance for video production.<\/em><\/p>\n Now it\u2019s time to specify which skills, services, and market expertise are required for consideration. This is the time to get specific, just like we did in the scope of work section.<\/p>\n Some examples of selection criteria that you can specify in an RFP are experience, qualifications, cost, availability, and technical compatibility.<\/p>\n Pro tip: <\/strong>When I\u2019m building out this section, I focus on the objective criteria that my business will use to, well, pick a winning bid. I\u2019ve found that clear selection criteria helps increase your chances of receiving proposals that actually meet your needs.<\/p>\n Example:<\/strong><\/p>\n The ideal vendor:<\/em><\/p>\n The selection criteria and the submission process outline go hand-in-hand to ensure you end up with a strong collection of proposals.<\/p>\n Tell vendors where to submit their bids and to whom, and give them a timeline that includes the submission deadline, date for final selection, and project completion date. Then, tell them exactly what you want them to submit.<\/p>\n Pro tip:<\/strong> I\u2019d treat the submission process as a test for who\u2019s capable of meeting your requirements. If a vendor can\u2019t complete all elements of your proposal, you probably can\u2019t trust them to finish your project, either.<\/p>\n Example:<\/strong><\/p>\n Submission Information<\/em><\/strong><\/p>\n Submissions may be sent via mail or electronically by the submission deadline.<\/em><\/p>\n Submission Timeline<\/em><\/strong><\/p>\n Proposals must be submitted by February 10th. The award will be granted no later than March 1st. Final video delivery must occur by June 30th.<\/em><\/p>\n Submission Criteria<\/em><\/strong><\/p>\n A submission must, at a minimum, include the following elements:<\/em><\/p>\n <\/a> <\/p>\n Below, I\u2019ve included one of my favorite RFP templates. (It\u2019s ours at HubSpot, so I may be a little biased.)<\/p>\n Download a free, editable RFP template.<\/a><\/p>\n You can use this template to build your initial structure, but I\u2019d recommend tailoring your RFP to best articulate your company\u2019s needs.<\/p>\n <\/a> <\/p>\n Background<\/strong><\/p>\n AJC Health is a health communication firm based in Washington, DC. Our mission is to empower teens and young adults to lead healthier lives.<\/p>\n For over 10 years, we\u2019ve helped clients achieve their goals by providing marketing and communications services including campaign development, copywriting, and multimedia project support.<\/p>\n Project Overview<\/strong><\/p>\n The purpose of this Request for Proposals (RFP) is to invite businesses who specialize in video production, live action, animation, and multimedia for educational purposes to submit proposals to our company.<\/p>\n We\u2019re currently seeking qualified vendors to support the development of a public health video series on behalf of DoGoodGov. Our goal is to build brand awareness, drive web traffic, and increase our YouTube marketing ROI.<\/p>\n Budget<\/strong><\/p>\n The budget for this project is $12,750.<\/p>\n Scope of Work<\/strong><\/p>\n The selected firm will be responsible for the ideation, production, and delivery of a three-part video series to educate teens and young adults about the benefits of living a healthy lifestyle.<\/p>\n Tasks include but may not be limited to the following criteria:<\/p>\n As a federal entity, DoGoodGov requires all materials, including multimedia content, to meet the requirements of Section 508 Compliance. Vendors must have specialized knowledge in 508-Compliance for video production.<\/p>\n The ideal vendor:<\/p>\n Contact Information<\/strong><\/p>\n Submissions may be sent via mail or electronically by the submission deadline.<\/p>\n Timeline<\/strong><\/p>\n Proposals must be submitted by February 10th. The award will be granted no later than March 1st. Final video delivery must occur by June 30th.<\/p>\n Submission Criteria<\/strong><\/p>\n A submission must, at a minimum, include the following elements:<\/p>\n <\/a> <\/p>\n Now, just explaining to you the formatting of an RFP probably won’t paint you the entire picture, so to better help you understand the range and structuring \u2014 we found some real examples for you to familiarize yourself with.<\/p>\n The curators of the University of Missouri, on behalf of the University of Missouri-Columbia, was seeking proposals from marketing firms to develop a brand repositioning campaign. The selected firm would conduct market research, competitive analysis, and perception studies to create a brand strategy, style guide, messaging framework, and implementation roadmap. This initiative aims to differentiate the university from competitors and establish consistent brand expression, supporting growth.<\/p>\n The Texas State Affordable Housing Corporation (\u201cTSAHC\u201d) was issuing this Request for Proposals (\u201cRFP\u201d) to identify and contract for professional services to provide multicultural marketing, advertising, and creative services to support the promotion of TSAHC\u2019s home buyer programs in Harris County.<\/p>\n The State Bar of California sought proposals to optimize and redesign its public-facing websites. The proposal focused on improving user experience, optimizing for mobile devices, modernizing design, and ensuring accessibility compliance. Proposals recommended appropriate web technologies and content management solutions. Contract award expected by April 25, 2024, with work commencing by May 22, 2024.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/div>\n The Global Alliance for Improved Nutrition seeks proposals to develop a training manual on supply chains and logistics practices for agrifood MSMEs. The manual should focus on cold chain management for perishable products, covering sourcing, supplier development, inventory management, and distribution planning. The resource will help MSMEs optimize procurement, improve inventory control, and enhance distribution efficiency to strengthen overall supply chain management in the agrifood sector.<\/p>\n The State Bar of California was seeking qualified contractors for interior remodeling at the Office of Admissions suite. The project included remodeling multiple storage and work rooms, plus expanding an existing meeting room. Architectural drawings have been completed. Interested contractors encouraged to submit comprehensive proposals detailing their approach to this renovation project.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/div>\n![\"Download](\"https:\/\/no-cache.hubspot.com\/cta\/default\/53\/71a652c6-0219-4ab9-98fc-169cb554b308.png\")
<\/a><\/p>\n\n
\n
What’s an RFP?<\/h2>\n
RFP vs RFI<\/h2>\n
How to Write an RFP<\/h2>\n
![](\"http:\/\/nurseagence.com\/wp-content\/uploads\/2025\/03\/RFP-1-20240902-3856633.webp\" "\\"\\"")
<\/p>\n1. Provide background information.<\/strong><\/h3>\n
2. Define your project purpose and goals.<\/strong><\/h3>\n
3. Outline the budget and scope of work.<\/strong><\/h3>\n
\n
\n
\n
\n
\n
\n
\n
\n
\n
\n
\n
4. Call out any barriers or roadblocks.<\/strong><\/h3>\n
5. Highlight your selection criteria.<\/strong><\/h3>\n
\n
\n
\n
\n
\n
6. Specify your submission process.<\/strong><\/h3>\n
\n
\n
\n
\n
\n
\n
\n
\n
\n
RFP Template<\/strong><\/h2>\n
![\"HubSpot's](\"http:\/\/nurseagence.com\/wp-content\/uploads\/2025\/03\/rpf-blank-1.jpg\")
<\/a><\/p>\nRFP Sample<\/strong><\/h2>\n
1. Introduction<\/strong><\/h3>\n
2. Budget and Services Requested<\/strong><\/h3>\n
\n
3. Barriers to Completion<\/strong><\/h3>\n
4. Selection Criteria<\/strong><\/h3>\n
\n
5. Submission Process<\/strong><\/h3>\n
\n
\n
Request for Proposal Examples<\/h2>\n
1. Brand Reposition Campaign RFP<\/a><\/h3>\n
2. Multi-Channel Marketing Campaign RFP<\/a><\/h3>\n
3. Website Redesign and Development RFP<\/a><\/h3>\n
4. Supply Chain Optimization Consulting RFP<\/a><\/h3>\n
5. Commercial Office Building Construction RFP<\/a><\/h3>\n
![](\"http:\/\/nurseagence.com\/wp-content\/uploads\/2025\/03\/RFP-2-20240902-3093074.webp\" "\\"\\"")
<\/p>\n