How to Write a Request for Information (RFI) That Works

A Request For Information or the acronym RFI is the formal process of requesting information from potential suppliers of a good or service. Customers are supposed to draft RFIs and send them to potential suppliers to get business requirements that provide more detail of if the company is eligible for the job.

An RFI is typically the first and most general set of requests to reduce the number of potential vendors.

When a company wants to shorten the time and money spent vetting potential vendors but has little experience with them, RFIs can be very helpful.

RFI templates are frequently used in many situations, such as when making significant IT (information technology) purchases. An RFI’s objective is to amass market data formally in a structured manner.

A request for information (RFI) is a beneficial document.

When properly written, an RFI enables a business to compile information about potential suppliers that is simple to understand. Additionally, they encourage vendor competition, define potential novel solutions, and let businesses make significant strides in the direction of finding the most affordable, best-quality solution.

But most companies get the process wrong.

Poor research, poorly written documentation, or ineffective follow-up are just a few examples of how simple errors frequently produce less-than-ideal outcomes.

Benefits Of A Good Request For Information (RFI) Document

Maximize time and resources

Without RFI questions, the process of requesting company background information from a business is very time-consuming. When a company wants to shorten the bidding process and money spent vetting potential providers or vendors but has little experience with them, an RFI template can be very helpful in getting a response from them.

Gather information about a supplier

An RFI’s objective is to amass as much detailed information as possible in a formal, structured manner to make an informed decision. The RFI document should list the specifications that an organization has while requesting specific details on how the vendor will fulfill those specifications.

Provide evaluation criteria for direct comparisons of suppliers in one industry

A good RFI will also focus on details that are particular to the inquiring company and on concerns that are less likely to be addressed by all vendors in order to help identify differences between vendors in one industry.

In order to facilitate comparisons, recipients are typically requested to submit their responses in a standard format.

RFI, RFP, And RFQ

RFI, RFP, And RFQ may sound quite similar to you if you are familiar with any one of them. And you are correct. All of these “request for” documents assist buyers in gathering information from vendors and comparing them.

Even though a purchase may not be imminent, an RFI response’s sole purpose is to gather data for particular project research and planning. An RFP, on the other hand, indicates that a deal is close and that a company is prepared to make a purchase. An RFP’s objective is to compare vendors fairly based on various criteria and choose the one that is best suited to the task at hand.

RFP – Request For Proposal

This is a more structured document used to collect data from potential vendors through a detailed proposal document.

An RFP outlines the requirements of the client and each evaluation standard by which a vendor’s proposal will be judged.

Requests for proposals are frequently used in a company’s vendor bidding process.

Because it is more specific, an RFP is typically used after an RFI.

RFQ – Request For Quotation

This is a document a company sends to one or more potential suppliers in order to obtain prices for a good or service.

Although more specific, it is comparable to an RFP in many ways.

An RFQ typically asks for an itemized list of costs for a clearly defined and quantifiable item, like hardware. Check out the detailed guide about the average selling price.

RFI – Request For Information

An RFP or RFQ may be sent to a vendor in response to an RFI, which is used to obtain general information.

Then, when it is more likely that a purchase will be made, RFPs should be used. An RFQ might work best if a company already knows what is required and only needs a vendor to supply the right tools.

RFIs are only for informational purposes; unless the parties agree to work together, there is no contractual obligation on the part of either party to the other.

Content of an RFI Document

A request for information document should provide the following details:

Project specifics

This details the company information, facts and figures of the deal you intend to close with the vendor providing you with the RFI response.

Examples of these project specifics are;

• Item
• Quantity
• Price per unit
• Duration

Evaluation standards

Evaluation criteria specify how a vendor’s quality will be assessed. They can be utilized for vetting and the planning of the project.

Many organizations have policies that combine concerns about delivery timelines, customer service, and product quality.

Qualifications

What response in the responses serves as a factor that qualifies a vendor as eligible?

Submission information Response time

How soon or how long can you wait to get the responses?

The information requested (response)

What is the information you request from a vendor to determine their eligibility?

Explaining The RFI Process

You are now prepared to begin creating your request because you are aware of what an RFI is and when one should be issued.

Three steps comprise the RFI process: making, administration, and analysis.

1. Making -Basic information stages

• Create a problem statement and your need by defining it.
• Give some background on your company.
• Create RFI questions to gather information.

2. Administration -Mid stages

• Request information from selected vendors with clear guidelines.
• Respond to any vendor who seeks clarification.
• Obtain vendor feedback and provide further clarification if necessary.

3. Analysis – Later stages

• Collect information in the standard format
• Evaluate vendors’ responses for comparative purposes.
• Vendor offerings are compared.
• Consult key stakeholders about the results.
• Identify next steps.

How to Write a Request For Information (RFI) in a Clear Format

Once you’ve decided that you have a problem that needs to be fixed or a project that needs an outsourced vendor, it’s time to send out your RFI document. Keep in mind that you don’t need to have the answer figured out in its entirety just yet.

Your vendors will reply with suggestions for how they can support your efforts.

The following scenarios are best practices for creating an RFI document that will assist you in finding the best contractors for your upcoming project.

1. Overview

This is the introductory information. Begin by briefly describing what you’re looking for and providing some background on your business. This should serve as an executive summary.

The summary shouldn’t go on for more than a few paragraphs.

Vendors who have read it should be aware that it is an RFI, know who you are, and be certain of the deliverables you require for the project.

To help you achieve this, we recommend you first complete the statement of need in your RFI document before continuing. The problem you’re trying to solve and the vendor’s requirements should be summarised in this section. Just enough details must be given so that a supplier, even one with no prior knowledge of your business, can comprehend the problem.

A good illustration would be if you asked a marketing expert to help with the marketing strategy for your clothing line. You would send them an RFI template that has a statement of need describing why you need to raise your company’s brand recognition and revenue. The marketing experts would respond in the document’s “requested information” section and outline their proposed solution.

2. Information on the services needed

You should go into more detail about the goods and/or services you need in this section. Any specific requirements that are appropriate at this time, such as general pricing, delivery schedules, personnel requirements, etc., should be stated explicitly.

While you don’t want to go into excessive detail, you should provide the vendor with enough information to enable them to respond completely and in accordance with your informational needs, allowing you to perform a thorough comparison.

3. Response expectations and instructions

It’s crucial to provide information on how the recipient ought to react or respond.

Include instructions on the proper format to use for recipients, or even better, a template. Include here as well the due date for responses.

4. Points of clarification

This section should contain any additional information that doesn’t fit in the aforementioned section.

You can include details about alternatives to the ones you are seeking, such as similar but undesirable substitutes, personnel preferences, testimonials from previous clients (case studies), etc. You could also mention how you conducted your evaluation. Find the guide about point of contract.

When Should An RFI Be Sent Out?

Using an RFI to research and plan

An RFI is frequently the first step in the procurement process. When you are facing a challenge that you want to overcome, use this document. However, you might not be aware of the kinds of solutions that are offered or even if you’re going to buy something. To put it another way, you must be aware of your options before choosing a course of action.

RFIs are excellent for planning and research. In fact, they aid in your market research, comprehension of potential solutions, and vendor acquaintance. Using an RFI is similar to asking a professional (the vendor) how to address your issue. The ideal RFI responses offer information that helps you become a more informed customer.

Possible results of an RFI for research and planning

• An RFP is then issued after the RFI produces a shortlist of likely vendors to learn more about.
• You may choose to issue a contract if the vendor comparison reveals a clear leader and the proposed purchase is inexpensive and low-risk.
• The project may be postponed, modified, or abandoned if it is determined to be over budget, impractical, or in need of further development.

Using an RFI for recurring procurement projects

Some companies use RFI templates to create vendor profiles for recurring procurement projects since an RFI gathers general vendor information. For instance, employee benefits consultants who need to find the best providers for their clients frequently employ this tactic. When used in this manner, the RFI makes it simple for consultants to search their records and quickly come up with a shortlist for their RFP. Additionally, the RFP can be much shorter and more tailored to the current needs of the business because the vendor profiles contain all the necessary general information.

RFI Processes for the Construction Industry

RFIs are frequently issued in construction companies. However, there are two distinct purposes for information request in the construction industry.

A construction RFI performs the same functions as any other RFI when used as part of the procurement process. An organization issues the RFI, and a company responds, much like an RFP for construction.

On the other hand, an RFI form used during construction asks for more information and direction regarding the project.

It is inevitable that issues will come up in construction. Sadly, no amount of enterprise resource planning, specifications, or blueprints can take into account every conceivable situation that might arise in real life. The construction RFI is used in this situation. The general contractor will send the client an RFI form if there are problems that prevent them from moving forward.

RFI Process for the IT Sector

RFIs are especially helpful for the IT industry because businesses frequently need complex and customized solutions for lengthy periods of time. The selection process is essential because these solutions are essential to a company’s operation and almost always require a sizeable investment.

RFIs are a great way to start a conversation with a new vendor. These business requirements should be specified in the RFI because there will likely be many steps in the evaluation process, such as in-person demonstrations and thorough item-by-item breakdowns.

To make sure a supplier can deliver on the various outcomes required, such as managing HR, processing payroll, and integrating with existing technology, a request for information for the IT sector should be clear about all of them. This is due to the fact that many interdepartmental processes are centered around IT solutions.

RFI Process for Advertising Companies

It can be difficult to choose an advertising service, especially for a bigger project. There are numerous agencies, each with a distinctive ethos and set of design advantages. Furthermore, it frequently takes a long time to evaluate comprehensive advertising proposals. Because of this, early candidate screening and sourcing for basic information is crucial.

RFIs for the advertising sector should contain more information about the sender than those for other sectors because advertising agencies have a close relationship with the brands of their clients.

Similar to how marketing services are frequently quite “open,” it is frequently appropriate to enquire about a company’s culture, prior experiences, general approach, etc., and request case studies of recent projects. Rich media, such as videos and pictures, can be used in advertising RFIs.

Final Words

RFIs can significantly reduce costs and save time when used properly. They give you the opportunity to compare dozens, if not hundreds, of vendors quickly, get the best deal, and create new beneficial partnerships.

The secret to using RFIs successfully is to concentrate on the underlying processes. Utilizing tried-and-true writing techniques is crucial. Utilizing technology that enables you to monitor, evaluate, and enhance your RFI procedures is essential.

For your subsequent project, combine Sloovi with an RFI template. You can discover the ideal answers to the problems facing your business by using a thorough RFI template. You can use a request for information document to shortlist potential vendors and set expectations for project deliverables.

Try using Sloovi to track sales along with your RFI, RFP, and RFQ documents at each stage of your subsequent project.

Don’t believe us? Let the outcomes speak for themselves.

Frequently Asked Questions About Request For Information

What is an RFI vs RFP?

RFI’s are information requests, RFPs are proposals and the RSQs are price quotes from the client. These are government-issued documents that a contractor has prepared to buy the goods/service, and not all are suitable for every vendor.

How does an RFI work?

The RFI requests suppliers’ data about their products and services. Preliminary documents are typically sent early in the purchasing process to obtain general information about the vendor’s ability to provide a solution to unique business requirements.