Examples of RFP: A Simple Guide to Writing Yours
March 10, 2026
By
Evie Secilmis
Writing an RFP for the first time — or the fiftieth — is harder than it looks. The document needs to be specific enough that vendors can respond accurately, but open enough that you don't accidentally lock out the best solution before you've seen it.
The best way to learn what makes an RFP work is to look at examples. This guide breaks down the core elements of an effective RFP, shows you what good looks like for each section, and gives you a framework you can apply to your next evaluation.
What Is an RFP?
A Request for Proposal is a formal document that an organization issues when it wants vendors to compete for a contract. Unlike an RFQ (which asks only for pricing) or an RFI (which gathers general market information), an RFP asks vendors to propose a complete solution — including their approach, qualifications, timeline, and price.
RFPs are used across procurement, IT, marketing, legal, and operations. They're how enterprises buy software, agencies pitch projects, and governments award contracts. The format varies by industry, but the core structure is consistent.
The Core Sections of an Effective RFP
Every strong RFP contains the same building blocks. The quality of each section determines the quality of the responses you get back.
1. Executive Summary
Start with a brief overview of your organization, the problem you're trying to solve, and what you're looking for in a vendor. Keep it to one or two paragraphs. Vendors use this section to quickly determine whether the opportunity is a fit before investing time in a full response.
Example: "Acme Corp is a 500-person B2B SaaS company seeking an automated RFP response platform to support our presales and proposal teams. We currently respond to approximately 40 RFPs per month and are looking for a solution that can reduce response time by at least 50% while maintaining answer accuracy."
2. Project Scope and Requirements
This is the heart of the RFP. Be as specific as possible about what you need, what's out of scope, and any non-negotiable technical or compliance requirements. Vague requirements produce vague proposals.
Example: "The solution must integrate natively with Salesforce CRM and support SSO via Okta. It must be SOC 2 Type II certified. Responses must be exportable in Word and Excel formats. Mobile access is preferred but not required."
3. Evaluation Criteria
Tell vendors exactly how you'll score their submissions. If price is 30% of the decision and technical fit is 50%, say so. Transparency here attracts better responses and makes your own evaluation process faster.
Example: "Proposals will be evaluated on: Technical functionality (40%), Security and compliance (25%), Ease of implementation (20%), Pricing (15%). Vendors who do not meet SOC 2 Type II requirements will be automatically disqualified."
4. Company Background
Give vendors the context they need to tailor their response. Include your industry, company size, tech stack, current process, and any pain points you're trying to address. The more context you provide, the more relevant the proposals you'll receive.
5. Proposal Requirements
Specify the format, length, and structure you want vendors to follow. If you want answers in a specific order, say so. If you're attaching a questionnaire spreadsheet, tell vendors to complete it and return it. Consistency in format makes evaluation dramatically easier.
6. Timeline
List every key date: RFP issue date, deadline for vendor questions, responses due date, shortlist notification, demo/presentation dates, and expected contract start. Vendors use this to resource their response effort — a realistic timeline signals you're a serious buyer.
7. Terms and Conditions
Include any legal requirements, confidentiality expectations, IP ownership terms, or compliance mandates that will apply to the engagement. Getting these on the table early prevents surprises during contract negotiation.
A Full RFP Example: Software Procurement
Here's what a condensed but complete RFP looks like for a software evaluation:
Issuer: Acme Corp | Category: RFP Automation Software | Responses Due: March 31, 2026
Background: Acme Corp's presales team of 12 responds to 40+ RFPs per month. Our current process relies on a shared Google Drive and email, resulting in version control issues and inconsistent answer quality. We are seeking an AI-powered platform to centralize our knowledge base and automate first-draft generation.
Requirements: Salesforce integration, Okta SSO, SOC 2 Type II certification, Word/Excel export, answer library with version history, SME assignment and approval workflows.
Evaluation: Technical fit (40%), Security (25%), Implementation (20%), Price (15%). Minimum score of 70/100 required to advance to demo stage.
Submission: Complete the attached questionnaire and return via email to procurement@acmecorp.com by 5pm ET on March 31.
Common RFP Mistakes to Avoid
The most common mistake is writing requirements that are too vague. "The system should be easy to use" tells vendors nothing. "New users should be able to complete their first response without training within two hours" is something a vendor can respond to specifically.
Other frequent issues include setting an unrealistic timeline (less than two weeks for a complex technical RFP), not specifying the format you want responses in, and including so many questions that vendors skim rather than answer thoroughly. An RFP with 200 questions will get worse responses than one with 50 focused ones.
How AI Is Changing the RFP Process
On the vendor side, AI-powered RFP response tools like Iris are transforming how teams handle incoming RFPs. Instead of manually searching for past answers, teams can generate accurate first drafts from a centralized knowledge base in minutes — and spend their time reviewing and improving rather than writing from scratch.
On the buyer side, AI is also starting to assist with RFP creation, evaluation scoring, and vendor shortlisting. The RFP process is getting faster and more structured on both sides of the table.
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