Call for proposal (CFP)
Also known as: call for proposals
In short
A call for proposal (CFP) is a formal invitation from a buyer asking vendors to submit written proposals for a defined project or need. The buyer then compares the responses and selects a supplier.
The term is used most in public sector, enterprise, and procurement-led purchases. It is closely related to a request for proposal (RFP), and many buyers use the two names for the same document.
What a call for proposal contains
- Scope: The problem, the work to be done, and the expected outcome.
- Requirements: Technical, security, and compliance needs the vendor must meet.
- Instructions: Format, deadline, contact person, and rules for questions.
- Evaluation method: How responses will be scored and who will score them.
- Terms: Contract conditions, budget range, and timeline.
How the process works
1. Issue
The buyer publishes the CFP and sets a deadline.
2. Questions
Vendors submit questions, and the buyer usually shares answers with all bidders.
3. Submission and scoring
Vendors send proposals. A panel scores them against the stated criteria, often followed by demos or a shortlist.
4. Award
The buyer negotiates terms with the winner and notifies the others.
Should you respond?
Responding takes real time, so decide before you write. Check fit with your product, whether you already know the buyer, whether the requirements look written around another vendor, and whether the budget covers your price. A deal where you had no earlier contact is often a long shot.
Tips for a strong response
- Answer every question in the buyer's order and wording.
- Lead each answer with the direct response, then add detail.
- Reuse approved answers from a shared library to save time.
- Use the question period to learn buyer priorities.
- Submit before the deadline and confirm receipt.
Call for proposal vs. request for proposal
In most B2B settings the two are the same. Some organizations use call for proposal for open invitations to a wide audience, such as grants or conference talks, and RFP for a procurement of goods or services.
Call for proposal FAQs
What is a call for proposal?
A call for proposal is a formal invitation for vendors or applicants to submit written proposals for a defined project. The issuer sets requirements and a deadline, scores the responses against stated criteria, and selects a winner.
What is the difference between a call for proposal and an RFP?
In B2B sales they usually mean the same thing. Where a distinction exists, call for proposal can be a broader open invitation, while a request for proposal is a procurement document used to buy a specific product or service.
How do you respond to a call for proposal?
Read the requirements and scoring method, decide whether the deal is a fit, answer each question in the requested format, add proof such as case examples, and submit before the deadline. Use the question period to clarify unclear points.
How can you win a call for proposal?
Build a relationship with the buyer before the document is issued, answer exactly what is asked, tie your solution to their stated goals, and price clearly. Proposals written to the scoring criteria tend to score better than generic ones.
