If you’re looking to hire someone for a job, whether it’s a marketing agency, a construction company, or someone similar, you want to ensure that you’re getting the best person for the job. A request for proposal (RFP) enables you to collect information and quotes from different companies to help you choose the best option for your business.
But where do you start with writing an RFP?
On this page, we’ll provide you with RFP examples you can look at for inspiration, plus best practices for crafting your request!
Jump ahead to what you want to see:
- What is a request for proposal (RFP)?
- What should I include in my RFP?
- RFP examples to inspire you
- Free marketing RFPs you can use
- Best practices for writing a successful RFP
Or, keep reading to learn more!
Get It Now: Free Marketing RFP Templates
What is a request for proposal (RFP)?
An RFP is a business document where you detail the project you want completed and use that proposal to have people bid to complete the project. It allows you to weigh your options and see which bidders are most feasible for the work you need done.
You can use an RFP for project requests in:
- Construction/Contracting
- Finance
- Marketing
- Healthcare
- IT Management
- Technology
- and more!
What should I include in my RFP?
Before we dive into the RFP examples, let’s go over what should be included in your request for proposal.
1. Background information
Before you dive into the nitty-gritty of your RFP, you’ll want to provide some background information. Give an overview of your business to help potential contractors understand who they’re working with.
You’ll want to include information like:
- What your business does
- The products/services you provide
- Your company mission and goals
This section doesn’t need to be long — just a brief introduction of your company so prospective contractors can get to know you.
2. Project overview and goals
Once you’ve introduced your business, you’ll lay out the scope of your project. Provide details on the work you need done and share what you want to achieve with this project.
You want to share what you’re hoping to accomplish with the work and what kind of skills are needed to complete the job. This should be a brief summary of the work needed — you’ll dive into more detail in the next section.
3. Project details and budget
As you’ll see in the RFP examples, this part of your proposal involves great detail. At this point, you’re providing specific details about the scope of your project and the work you need done.
Think of this part as a job description — you’re listing all the responsibilities the contractor will take on for this project and what they’re in charge of handling.
Additionally, you’ll also share the budget for the project, so contractors can determine if it’s feasible for them to put in a bid.
4. Potential difficulties
No project is sound and without hurdles. When you create your RFP, make sure you outline any potential difficulties your contractors might face.
It’s important to be upfront at this step, so contractors know what to expect. If you aren’t upfront, you may end up hiring a contractor that doesn’t have the necessary skills need. On top of that, you may see delayed production and increased costs.
If there are any hurdles or barriers to your project, be upfront about them to ensure you get the most qualified contactor.
5. Skills you want from your contractor
In this section of your proposal, you’ll list the criteria you’ll use to determine which contractor you’ll choose. You’ll want to highlight your requirements in terms of:
- Industry experience
- Skills
- Services
- Market knowledge
Think of this like the required skills section of a job posting. What, ideally, do you want your contractor to have to complete your project?
6. Submission criteria
Now that your potential contractors have all the details they need for your proposal, you need to tell them what to submit for consideration! You’ll want them to share information like:
- Details about their company, like name, credentials, and team members
- A full description of their skills and how they apply/work for your project
- Project samples (if applicable)
What you include in the submission process is up to you — you’ll want to determine what information you need to make your decision.
7. Submission process
Now that you provided all the details about the scope of your project, you’ll want to tell companies how they can submit their bids. Provide details like:
- Where to submit bids (like mail or email)
- Who to submit bids to
- Submission deadline
- Date you’ll pick the contractor
- Project due date
Providing these details will give contractors an idea of when they need to make their request and when they can expect to hear from you.
4 RFP examples to help you see how to craft one
Creating an RFP can be confusing. That’s why we’ve created this list of RFP examples to help you see how a request for proposal looks across different industries and projects.
Here’s what we’ve included:
- RFP example for investment consulting
- RFP example for managed IT services
- RFP example for customer relationship management (CRM) software
- RFP example for marketing and advertising services
Let’s dive in!
RFP example for investment consulting
First up on this list of RFP examples, let’s talk about a request for proposal from the Teachers’ Retirement System (TRS) of the State of Illinois. The TRS created a proposal request seeking out a company for investment consulting services.
The proposal provides numerous details about what the TRS needs from their contractor and how the evaluation process will work. This proposal also includes verificiation forms that the contractors must submit and details all the information bidders need to include.
RFP example for managed IT services
Next on the list, we have an RFP example from the East Tennessee Human Resource Agency (Ethra). Ethra created an RFP seeking out a contract for IT services.
Their proposal included all the core information you need, like an overview of their agency, requirements for the work, and submission review process. They provide detailed instructions of the information on what contractors should submit, making the process easy for people to bid on.
RFP example for customer relationship management (CRM) software
In this example of an RFP, the state of Connecticut created a proposal seeking out a CRM system. The proposal detailed everything the state office would need, the purpose of the proposal, and evaluation criteria.
This RFP also detailed the fees and contract length, so bidders had an idea of how long they’d be working with the state government office.
This RFP example is a great one to look at because it’s easy to digest and read. It users an outline format with numbered and bulleted lists, so people can find information and read it with ease.
RFP example for marketing and advertising services
Want to see more examples of RFPs? Check out this one from Silcon Valley Clean Energy requesting marketing and advertising services! The proposal provides a detailed overview of how to submit, how the selection process works, and as well as legal information the contractors need to know, like the California Public Records Act.
This RFP is a little unique because, instead of giving an upfront cost, the company requested that bidders send a cost proposal for their services. This can be an option in your RFP if you have flexibility with your budget.
Free marketing RFP templates you can use for your next proposal
Looking for an RFP for your next marketing project? We’ve got four RFP templates you can use for free for your next proposal request!
Digital marketing RFP template
Want to hire a digital marketing agency to help you implement effective marketing strategies that expand your online presence and boost your awareness? This RFP sample is for you!
In this template, you can list which digital marketing strategies you want to invest in, your current marketing goals, and more!
Web design RFP template
Are you searching for an experienced web design agency that can help you build the website of your dreams? We’ve got the perfect web design RFP just for you.
In this template, you can describe the number and types of pages you need to be designed, what you’d like your website to look like, what you would like to achieve with your website, and more.
Web marketing services RFP template
Still searching for examples of RFPs to help you find the best web marketing services for your company? We’ve got you covered.
In this free web marketing RFP template, you can detail what you’re looking for in a web marketing partner, which strategies you want to invest in, and more.
SEO RFP template
Want to outrank your competitors in search results with the help of a professional search engine optimization (SEO) agency? This SEO RFP sample is just for you!
You can use this template to detail your SEO goals, what you would like your SEO agency to help you achieve, and more.
Social media services RFP template
If you’re searching for a social media agency that can help you expand your online presence on social media platforms, download this free social media RFP.
You can use this free template to detail what you’re looking for in a social media agency, what goals you would like to achieve with your social media campaign, and more.
3 best practices for writing a successful RFP
Now that you’ve seen examples of RFPs, it’s time to start creating yours. Here are some best practices to help you create a good RFP and get the right contractors with it:
1. Be detailed
While there is no set page limit for your RFP, you’ll want to ensure all the information you provide is valuable for potential contractors. Every detail you include should provide context for contractors — don’t include any fluff.
Whether your proposal is 5, 30, or 100 pages, all the information included should be necessary.
2. Be specific about what you want
A common mistake people make with their RFP is being too generic with the skills they require or the scope of the project. Many businesses worry that, if they’re too specific, they won’t be able to find a contractor.
Truthfully, it’s important to be specific because it ensures you’re getting the right contractor. It can end up costing you more money in the end if you hire a contractor that doesn’t have the skills you need for your project.
So, when you use an RFP template and create your request, be specific about what you need to ensure you get the most suitable contractor.
3. Make sure your proposal is scannable
Your RFP is meant to be detailed, but you want to make it easily scannable and readable for your potential contractors. Make sure you use headings to seperate text and use bulleted lists to make it easy to digest important information.
You can make it even easier to read your proposal by adding a table of contents to the beginning with page numbers.
Put these RFP examples to use
RFPs lay the foundation for your selection process. That’s why it’s essential to write an RFP that clearly communicates your needs and goals to find the best agency that will help your business grow.
Need to find the right marketing agency to handle your marketing? Download our free digital marketing RFP template to help you get started!
Want to skip going through the red tape? WebFX is a full-service digital marketing agency with over 28 years of experience helping businesses like yours improve their digital marketing results. If you’re looking to boost your company revenue, earn more clients, or get more jobs, we can help you do it.
Contact us online or call us today at 888-601-5359 to speak with a strategist about our digital marketing services!
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Abby is a data-driven content marketer with certifications in inbound marketing and content marketing. She’s written hundreds of articles covering digital marketing topics — a few of her specialties include first-party data, marketing and data analytics, marketing strategy optimization, and SEO. When she isn’t writing or optimizing content, Abby loves to spend time reading the latest mystery novel, having movie marathons with lots of snacks, and jamming out to Shania Twain. -
WebFX is a full-service marketing agency with 1,100+ client reviews and a 4.9-star rating on Clutch! Find out how our expert team and revenue-accelerating tech can drive results for you! Learn more
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