RFP vs RFI vs RFQ
Understand the three primary procurement documents and when each is used.
RFP (Request for Proposal)
A formal solicitation inviting vendors to submit detailed proposals including technical approach, past performance, and pricing for a complex project or service.
RFI (Request for Information)
A preliminary document used to gather market intelligence and understand available solutions before developing a formal solicitation.
RFQ (Request for Quotation)
A document requesting price quotes for well-defined products or services where specifications are already established.
| Dimension | RFP | RFI | RFQ |
|---|---|---|---|
| Purpose | Evaluate solutions and select a contractor | Gather information and assess market capabilities | Obtain competitive pricing for defined requirements |
| Evaluation Focus | Technical approach + price (best value tradeoff) | No evaluation — informational only | Primarily price-based |
| Response Effort | High — detailed technical and cost volumes | Low to moderate — capability overview | Low — pricing with basic compliance |
| Binding | Yes — leads to contract award | No — no commitment to purchase | Yes — leads to purchase order or contract |
| Timeline | 30-60 days typical response period | 14-30 days typical response period | 7-21 days typical response period |
| Complexity | Complex services, IT, consulting, construction | Any — used for market research | Commodities, standard services, simple purchases |
Key Takeaway
The key distinction is complexity and evaluation method. RFPs are for complex procurements requiring technical evaluation, RFIs are for market research with no award commitment, and RFQs are for straightforward purchases where price is the primary differentiator. Many procurements progress through all three stages: RFI to understand the market, then RFP or RFQ to make the purchase.
When to Use Each
RFP
Use when evaluating complex solutions where technical approach and vendor capability matter as much as price. Best for services, IT projects, consulting, and any procurement requiring customized solutions.
RFI
Use early in the procurement cycle to understand what's available in the market, identify potential vendors, and refine requirements before committing to a formal solicitation.
RFQ
Use when specifications are well-defined and price is the primary selection factor. Best for commodities, standard equipment, and routine services with clear deliverables.
Related Comparisons
Ready to Streamline Your Proposals?
Proposerly automates RFP analysis, compliance tracking, and response generation — so your team can focus on winning.
Get Started Free