[GTM glossary](/glossary.txt) Request for proposal

Sales

# Request for proposal (RFP)

In short

A request for proposal (RFP) is a formal document in which a buyer describes a need and invites vendors to submit a detailed proposal, including approach, timeline, and price. Responses are scored against set criteria.

RFPs are common in enterprise, government, and regulated purchases where buyers must compare vendors in a structured and documented way.

## What an RFP contains

* **Background and goals:** What the buyer needs and why.
* **Requirements:** Functional, technical, security, and support needs.
* **Instructions:** Format, deadline, and question process.
* **Evaluation criteria:** How responses will be scored, often with weights.

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## RFP vs. RFI

An RFI asks what vendors can do. An RFP asks a shortlist how they would solve a specific problem and at what cost.

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## How to decide whether to bid

A bid is worth it when you know the buyer, can influence the requirements, and fit the criteria. Responding cold to a document written around a competitor's strengths rarely wins.

Say a team estimates 40 hours per response. They can ask three questions first: do we have a sponsor inside, do we meet the must-haves, and can we meet the deadline? Two or more "no" answers suggest passing.

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## How to write a strong response

### Answer exactly what is asked

Follow the structure and numbering. Missing a mandatory item can disqualify a response.

### Mirror the buyer's goals

Tie each answer to the outcome the buyer states, not a generic feature list.

### Use an answer library

Keep reviewed answers for security, compliance, and integrations so reuse is fast and consistent.

### Ask questions during the Q&A window

Good questions clarify scope and show you understand the problem.

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## Common mistakes

* **Bidding on everything:** Spreads effort over low-odds deals.
* **Late starts:** Legal, pricing, and security review need time.
* **Ignoring scoring weights:** Spending effort on low-weight sections.

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## Request for proposal FAQs

**What is a request for proposal (RFP)?**

An RFP is a formal document where a buyer states a need and invites vendors to submit detailed proposals covering approach, timeline, and price. The buyer scores responses against published criteria to choose a vendor.

**What is the difference between an RFP and an RFQ?**

An RFP asks for a full solution proposal and is scored on several factors such as approach and fit. An RFQ, or request for quote, focuses mainly on price for a clearly defined product or service.

**How do you decide whether to respond to an RFP?**

Check whether you meet the mandatory requirements, have a contact inside the buyer, can influence the criteria, and can meet the deadline. If most answers are no, the time is usually better spent on other deals.

**How long does an RFP response take?**

It depends on length and complexity, from a few hours for a short questionnaire to several weeks for a large public tender. Plan backwards from the deadline and include time for legal, security, and pricing review.

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## More related phrases

* [Business case](/glossary/business-case.txt)
* [Sales playbook](/glossary/sales-playbook.txt)
* [Champion letter](/glossary/champion-letter.txt)

## Similar phrases

* [Request for information (RFI)](/glossary/request-for-information.txt)  
A request for information (RFI) is a document buyers send to vendors to learn about their capabilities before deciding on a formal RFP or purchase.
* [Call for proposal (CFP)](/glossary/call-for-proposal.txt)  
A call for proposal is a formal invitation for vendors to submit proposals for a defined project, which the issuer then scores to pick a supplier.
* [Complex sales](/glossary/complex-sales.txt)  
Complex sales are B2B deals with several decision makers, long cycles, high value, and custom needs, requiring a coordinated multi-threaded approach.
* [Enterprise sales](/glossary/enterprise-sales.txt)  
Enterprise sales is the process of selling complex, high-value products to large organizations, usually with long cycles and many stakeholders.
* [Procurement](/glossary/procurement.txt)  
Procurement is the buyer-side function that vets vendors, negotiates price and terms, and manages purchasing, which often adds steps late in a B2B deal.