An RFI (request for information) gathers market information before a buyer defines requirements. An RFP (request for proposal) asks suppliers to propose a solution and price for a defined need and is evaluated on value. An RFQ (request for quotation) asks for prices on clearly specified goods or services and is usually decided mainly on price.
Knowing which document you are answering changes how much effort to spend and what to emphasize.
RFP vs RFI vs RFQ At A Glance
Factor
RFI
RFP
RFQ
Purpose
Learn about the market and options
Choose the best solution and value
Get prices for defined items
Stage
Early, before requirements are final
After requirements are defined
When specifications are clear
Evaluation
Not formally scored in most cases
Scored on several criteria
Mainly price, plus compliance
Supplier effort
Low to medium
High
Low to medium
Leads to
RFP, RFQ or no purchase
Contract award
Purchase order or contract
How To Respond To An RFI
Treat an RFI as a chance to shape requirements. Explain your approach, share relevant experience and suggest requirements that play to your strengths, without over-committing on price. In government markets, sources sought notices and RFIs are often how agencies decide whether to set aside work for small businesses.
How To Respond To An RFP
RFPs reward compliance and persuasion. Build a compliance matrix, develop win themes and write to the scoring criteria. Our guide on how to write an RFP response covers each step.
How To Respond To An RFQ
RFQs reward accuracy and speed. Confirm you meet the specifications, price competitively, state lead times and terms clearly and submit on time.
Related Terms
RFT or ITT (request for tender, invitation to tender): common UK and international equivalents of an RFP
Sources sought: a US government market research notice similar to an RFI
DDQ (due diligence questionnaire) and security questionnaire: detailed questionnaires often attached to RFPs. See security questionnaire tools
Frequently Asked Questions
Which comes first, RFI or RFP?
The RFI usually comes first to inform requirements, followed by an RFP or RFQ.
Is an RFQ legally binding?
A quotation can become binding once accepted, depending on its terms and applicable law. Read the RFQ terms carefully.
Can I win an RFP without answering the RFI?
Yes, but responding to the RFI helps you understand and influence the requirements.
What is an ITT?
An invitation to tender is the UK and international term for a formal request for bids, similar to an RFP.
Conclusion
Use RFIs to shape, RFPs to persuade and RFQs to price precisely. Match your effort to the document, and use a bid/no-bid framework before investing in a full proposal.
