RFP templates: What they are, what to include, and how to build yours

What is an RFP template?

RFP templates are standardized frameworks that guide organizations in drafting a request for proposal — a formal document used to solicit bids or services from outside vendors. They define the required sections, evaluation criteria, and submission guidelines that help both the issuing team and respondents stay aligned. A well-structured RFP template reduces errors, shortens procurement cycles, and makes competing proposals easier to compare.

Marketing resource management (MRM) combines tools and processes that enable marketing teams to plan, execute, and measure campaigns with greater efficiency.

What is included in an RFP?

Numerous elements go into an RFP and this changes all the time from company to company. However, there are some basic things that are typically included. These are usually:

1. A section that gives extensive background information

This portion gives background details on both the purpose of the request as well as the company making the request. This typically outlines the project currently being completed to better explain the request. This is then followed by a brief summary of the mission and values of the company.

2. A plan of action

This is different than a schedule or timeline, in that it specifically discusses the how rather than the when. This should definitely include the entire scope of the project, including what types of things are required in order to complete it.

3. A timeline

This provides reasonable expectations concerning the project, particularly when it comes to the different goals and overall goals. Not only does this cover the scheduled completion of each small task, it also gives a date for when the entire project is to be completed.

4. Overall cost

The final basic element typically included in an RFP is the project cost. This gives details as to what types of costs are necessary (recurring or non, etc.), how much and what the budget entails.

An example template to get you started

There are a lot of different websites that host templates you can use. Each one is going to fit your specific needs differently, so don’t settle on the first one you find. To make things easier, here’s an example layout of an RFP so that you can get a general grasp on what yours should include and look like. Remember, the below photo is just one sample I created. Though it can guide you, don’t copy it word-for-word. Also, add your own personalized flair to its layout and scheme.

If you could take one thing away from this post, it should be the idea that each RFP template should be similar but not the same as other companies’. You don’t want to create an uninspiring template, though you definitely want it to exude professionalism.