Short answer: A request for information gathers supplier capabilities before a purchase. A request for quotation suits standardised items with known specifications and compares prices. A request for proposal asks suppliers for tailored proposals when requirements are less fixed. Choose by how settled your specification is.
The three requests compared
| Aspect | Request for information (RFI) | Request for quotation (RFQ) | Request for proposal (RFP) |
|---|---|---|---|
| What it is | A process to collect written information about the capabilities of various suppliers [1] | A process asking suppliers to quote prices for specific products or services [2] | Asks suppliers to submit business proposals; often part of a complex sales process [3] |
| When it fits | Early, to decide next steps; rarely the final stage [1] | Standardised, commoditised items so quotes are comparable [2] | When suppliers should propose original solutions; Wikipedia says an RFP gives suppliers more flexibility to propose [3] |
| Binding? | Not an invitation to bid and not binding [3] | Detailed specifications can serve as binding documentation [2] | Not stated in the guides |
| Usually followed by | An RFP or RFQ [1], [3] | Comparison and negotiation of quotes [2] | Negotiation, and evaluation against stated factors [3], [4] |
What the regulation says an RFP states
- The requirement [4]
- Anticipated terms and conditions [4]
- Information the proposal must contain [4]
- Evaluation factors and their relative importance [4]
FAR 15.203 is a United States federal rule for government buyers. It is shown here only as a published description of an RFP, not as a rule for private buyers [4].
Choosing, in six steps
- Check how settled the spec is. If sizes, materials and quantities are fixed, an RFQ fits; if not, start with an RFI or an RFP.
- Start with an RFI if you do not know the market. Use it to collect comparable written information on supplier capabilities.
- Use an RFQ for known items. Send the full specification so each supplier quotes the same thing.
- Use an RFP for tailored solutions. State the requirement, terms, what the proposal must contain and how you will evaluate.
- Set a deadline and a comparison sheet. Ask all suppliers for answers by one date in one format.
- Attach the spec sheet. Attach a completed spec sheet so every reply covers the same fields.
Wikipedia notes that many businesses use an RFQ where an RFT or RFI would be more appropriate [2]. For a ready-to-send quotation request see RFQ templates by range, the spec sheet template and the quote comparison sheet. Segment briefs for offices, schools and hotels list the fields to fill in.
Questions answered
What is the difference between an RFQ and an RFP?
Wikipedia says an RFQ is used when specifications are known and price is the main factor, while an RFP asks bidders for tailored proposals.
Is an RFI binding?
No. Wikipedia says an RFI is not an invitation to bid and is not binding; it is typically followed by an RFP or RFQ.
What must a federal RFP describe?
FAR 15.203 says it must describe the government's requirement, anticipated terms, what the proposal must contain and the evaluation factors.
Further reading
- Request for information, Wikipedia
- Request for quotation, Wikipedia
- Request for proposal, Wikipedia
- FAR 15.203 Requests for proposals, Acquisition.gov (U.S. Federal Acquisition Regulation)
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General information, not legal, customs or tax advice. Your written quote and contract govern. Examples use invented numbers unless stated otherwise.