Guide on How to Create an Efficient RFP

Guide on How to Create an Efficient RFP
February 3, 2022

For organizations that are looking for suppliers to perform certain services, it is extremely important to be able to develop a competent RFP. A well-written RFP helps solve problems that companies often face, such as selecting reliable suppliers. So, companies can conduct a comparative analysis of the conditions offered by potential suppliers and choose the most profitable ones.


Based on the vast experience of experts of Emerline, a trusted technology partner, let’s take a closer look at the article on how to create an RFP that will work for sure.

What is a Request for Proposal (RFP)?

In the IT sector, RFP stands for a detailed message or document that includes more precise requirements, corporate needs, and business objectives. This kind of document should give vendors all the specific information necessary for preparing a tailored-made software solution based on actual business problems. 


In a narrower sense, an RFP can be defined as a comprehensive description of the needs of your company or project. It is through Request for Proposal that you get a clearer and more comprehensive understanding of how each supplier can benefit the technological development of your business and the success of your project.

Major Steps of the RFP Process

The RFP process usually includes 4 key steps: creating a draft, writing and issuing RFP, scoring and shortlisting proposals, and finally selecting a vendor. Let’s dive into some of the steps that customers may have difficulty with and take a closer look at how these difficulties can be avoided.

Draft Creation

The quality of your project depends on which supplier you choose. In order to choose the most suitable vendor, it is important to properly and correctly compose an RFP. Before we start writing, let’s see what sections this document should include.


The very first section of the draft RFP is an introduction. The introduction usually includes a presentation of your company and the history of the project you want to bring to life. The next important section is to list the goals that you pursue in your project, as well as the scope of services that you need. 


In the next section, the customer must indicate the time frame for which he plans to find a supplier, as well as the time period for which he aims to implement his project. Then, the client must outline the criteria by which the success of the project can be determined, the place for the elements of the proposal and possible obstacles, and, finally, the budget that the client plans to allocate to the project.


Of course, this list of sections can be supplemented with additional requirements, depending on what other important input you want to provide to your potential contractors.

Writing and Issuing RFP

In addition to the basic steps of RFP drafting, there are also a few tips to follow if you want to succeed. Short advice is provided below on how to make your RFP more complete and ensure that the most typical concerns that may occur are addressed. 

  • Research what you are looking for


In order to save both your time and suppliers, examine the common questions that may occur throughout the creation of the desired solution in advance. In addition to saving up your time in the future, this stage will enable you to have a better understanding of your project and present your providers with detailed guidance on the required solution.

  • Create a distribution plan.


Before you send out a Request for Proposal, think about how you’ll disseminate your RPF and keep suppliers informed about the project. The company should think about everything your vendors might want to know, from your contact information to the construction of a single repository where vendors can access all the necessary facts and updates to the project. Determine which firms are eligible to compete and specify the requirements.

  • Provide more details.


The more information you provide to potential suppliers, the more likely you are to identify the one that best meets your needs: in the shortest amount of time and with the least amount of work. That is why businesses should consider and develop every crucial part of their growth, such as a clear marketing plan, branding initiatives, and stated timelines. 

  • Define timelines.


Try to come up with a suitable competition timeline and put it in the RFP paper. It will almost certainly alter, but it will also help your potential vendors to better navigate your expectations.

  • Make a list of questions for vendors.


Even while the stage of a final interview with the best suppliers can always be relied upon, it is always advisable to think about all the questions you want to ask and put them in your RFP document. The more you know about your possible contractors, the more likely you are to locate one you can trust in the least amount of time. 

  • Compile assessment criteria.


There are a variety of potential software development organizations throughout the world, so if you don’t want to get dozens of offers and spend weeks or months selecting candidates that don’t satisfy your non-negotiables, it’s a good idea to define and clearly express your assessment criteria.


If you don’t want to deal with preparing a proposal, have problems describing the technical side, or are still unsure why to outsource software development, you can turn to a reliable technology partner. Emerline has deep experience in implementing a variety of projects and is always ready to help you take a step towards the technological future. Book your free consultation right now.


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