RFI template: free request for information vendor form

A request for information (RFI) is a great first step when looking for a vendor for your next project. RFI templates help you organize your ideas and collect details from vendors, making it easier to compare options and choose the right consultant.

In this guide, you'll learn what an RFI is, why it's useful, how it differs from other procurement documents, and how to create one. You can also use our free RFI template to get started quickly.

What is an RFI?

A request for information (RFI) is a formal document that a project manager sends to potential vendors to gather details about their available services, products, and qualifications before making a purchasing decision. You don't need to have the solution figured out when you send one. An RFI is part of the process of exploring how different vendors would approach your problem.

An RFI includes:

• Project details

• Evaluation criteria

• Qualifications

• Submission details

• Response deadline

• Information requested

You can customize your RFI form to ask vendors about things like target audiences, past projects, and company details. The more specific your questions, the quicker vendors can suggest solutions that match your needs.

An RFI helps your team avoid mistakes by asking suppliers for detailed information up front. By reviewing responses from RFIs, RFPs, and RFQs, you can make a well-informed choice about which vendor to select.

Benefits of using an RFI template

Using a standard RFI template gives your team a consistent way to evaluate vendors. This means you don't have to start over each time and can focus on the most important questions for your project.

• Standardized vendor comparison: When every vendor receives the same questions, you can compare responses side by side and make more informed decisions.

• Time savings: A reusable template means you spend less time on formatting and more time reviewing vendor qualifications.

• Clear documentation: An RFI creates a paper trail that keeps your procurement process transparent and organized for all stakeholders.

• Better vendor relationships: A well-structured RFI shows vendors you are organized and committed, which often leads to better, more thoughtful responses.

Whether you need just one contractor or are comparing several suppliers, a good RFI template helps you stay consistent and thorough during the evaluation process.

RFI vs. RFP

The main difference between an RFI and an RFP is when you use them. Start with an RFI when you want to learn how vendors might solve your project problem.

A request for proposal (RFP) document provides background information, details, and project budget. You should send this template to potential vendors and ask them to submit a proposal. Use a request for proposal when inquiring about the specific steps a vendor will take to complete a project, as this is also how vendors bid for their work.

RFI vs. RFQ

A request for information collects general details about a potential supplier. A request for quote (RFQ) is sent to vendors to obtain pricing.

Typically, you send an RFI before an RFQ, but you use both for vendor evaluation and cost comparison when deciding which vendor is best for completing the job at hand. A request for information focuses on the project details and big picture, while a request for quotation focuses primarily on the cost of a supplier's services or goods.

When should you use an RFI?

You should use a request for information document as the first step of the project planning stage.

An RFI template is especially helpful when you have a problem to solve but aren't sure where to begin. Sharing a description of your issue with vendors can help you find the best solutions. For example:

• If you want an opinion on remodeling your home office space, you might send an RFI to an interior designer.

• When you're looking to prevent flooding in your basement, you can request an information document from several contractors.

• You can email an RFI template to SEO experts to find the best strategy for boosting your website's traffic.

After you review the completed RFI documents, you can decide which vendors or suppliers you want to consider further. Then, send a request for proposal to this smaller group to get more details about how they would complete your project.

How to create an RFI document

After you've determined that you have a problem you need solved or a project that requires contractor support, it's time to send out your RFI document. Remember that you don't have to have the solution completely figured out yet.

Vendors will reply with ideas on how they can help. Here are four steps to create an RFI document that will help you find the right contractors for your next project.

1. Create a statement of need

Before doing anything else, fill out the statement of need in your RFI document. This section should briefly describe the problem you're trying to solve and the requirements vendors should meet. Provide just enough information so a supplier can understand the issue, even without prior background knowledge of your company.

For example, if you need help with your clothing label's marketing plan, your statement of need might explain that you want to increase brand awareness and revenue. Marketing specialists would then respond in the "requested information" section with how they can solve the problem.

2. Add your company information

Giving additional details about your business model can help your vendor find a solution to your problem more efficiently. Let them know about your industry, target audience, and company values to help them tailor their answer to meet your needs. Providing this important background information will also help your vendor understand the specific issues you are trying to solve in more detail.

3. Include important project details

Next, think about what information is most important to include in your RFI. Be sure to add any details a vendor needs to complete your project.

Here are some factors to include when creating your RFI document:

• Project goals: Provide the project details and objectives to help suppliers have enough information to find a solution to your problem.

• Submission details: Add your email address or mailing address to your document so vendors know where to return your RFI.

• Response deadline: Clearly state the deadline and time frame in your RFI so all vendors know when they need to submit their responses.

• Evaluation criteria: Set clear requirements so contractors know if they meet the minimum qualifications for your project.

The more details you give, the easier it is for contractors to tailor their responses to your needs. This helps you see how well they fit your project.

4. Attach a response section

Let vendors explain how they would complete the project and why they are the right team for the job. Their answers should help you evaluate:

• Proposed approach: How they plan to solve the problem and complete the project.

• Team structure: How their team is set up and how they approach work.

• Fit for your project: Whether they're a strong candidate to move forward with via a request for proposal (RFP).

In particular, make sure your RFI document has sections for:

• Information requested: Include a section where vendors can answer any questions your company has about the project.

• Qualifications: Add a section for vendors to list their qualifications so you can make an informed choice about who to work with.

RFI template

Use our RFI template below to help you find the vendor that can help you solve your project problems. When you send out your RFI, make sure to fill out your company information, goals, objectives, business requirements, scope of work, and the requested information section.

As shown in our example RFI document below, leave the vendor response section blank, so your contractor has room to answer your questions.

How to track your RFIs

After you send RFI documents to several vendors, it's important to stay organized. An RFI log helps you track each request so nothing gets missed.

• RFI number: Assign a unique identifier to each request to reference it quickly.

• Vendor name: Record which vendor received each RFI to follow up efficiently.

• Date sent and response deadline: Track when you sent each RFI and when you expect a response to keep your timeline on track.

• Status: Mark each RFI as pending, received, or under review to give your team visibility into the process.

• Priority level: Flag urgent RFIs so your team knows which responses to review first.

Using a centralized tool for vendor management makes it easier to collaborate with your team, compare vendor responses, and move into the next phase of procurement without delays.

Turn your RFI process into seamless vendor management

Using a detailed RFI template will help you find the best solutions to your company's obstacles. A request for information document can help you create a shortlist of potential contractors and lay the groundwork for expectations on project deliverables.

But an RFI is only the beginning. For your next project, try using Asana to keep track of your RFI, RFP, and RFQ documents at every step. With workflows, task assignments, and centralized document management, you can move from vendor evaluation to project kickoff without missing a beat. Get started today and bring your entire procurement process into one place.

Frequently asked questions about RFI templates