RFI vs RFQ vs RFP Explained

Using the wrong procurement document wastes time—yours and vendors'. An RFP when you needed an RFQ bogs everyone down. An RFQ when you didn't know your requirements gets useless responses. An RFI that should have been research creates false vendor expectations.

This comprehensive guide clarifies when to use each document type for effective, efficient procurement.

The Three Documents Explained

RFI: Request for Information

Purpose: Gather market information before defining requirements.

When you use it:

• Early procurement stages
• Exploring market capabilities
• Before you know exactly what's available
• Comparing alternative approaches

What you're asking:

• "What can you do?"
• "How do you approach this?"
• "What's possible?"
• "What should we consider?"

Vendor response is: Informational, not binding. General capability description for market education and often used for vendor qualification.

RFQ: Request for Quotation

Purpose: Get competitive pricing for defined specifications.

When you use it:

• Specifications are clear and detailed
• Price is the primary decision factor
• Multiple vendors can supply
• Comparison is straightforward

What you're asking:

• "What's your price for exactly these specifications?"
• "When can you deliver?"
• "What are your terms?"

Vendor response is: Pricing for specified items, delivery and terms, enabling direct comparison.

RFP: Request for Proposal

Purpose: Evaluate solutions and vendors for complex requirements.

When you use it:

• Complex needs requiring vendor input on approach
• Technology/methodology matters
• Multiple factors beyond price
• Vendor expertise is relevant

What you're asking:

• "How would you solve this problem?"
• "What solution do you propose?"
• "Why is your approach best?"

Vendor response is: Complete solution proposal, methodology and approach, pricing and terms, qualifications and references.

Comparison Table

Decision Framework: Which One Do I Need?

Use this decision logic to choose correctly every time:

Question 1: Do you know exactly what you want to buy?
NO: You need help defining the solution. Use RFI to learn, or RFP to ask for solutions.
YES: Go to Question 2.

Question 2: Is the item/service standard or commodity?
YES: Competitive pricing is the main goal. Use RFQ.
NO: It's complex or customized. Go to Question 3.

Question 3: Does the vendor's methodology matter?
YES: Use RFP to evaluate their approach.
NO: If you can specify the outcome perfectly and method doesn't matter, use RFQ.

Question 4: Are you ready to buy right now?
NO: You are just budgeting or researching. Use RFI.
YES: Use RFP or RFQ.

When to Use RFI

Appropriate Situations

RFI Best Practices

Typical RFI sections:

1. Introduction and purpose
2. Company background
3. Current situation / problem statement
4. Questions for vendors
5. Evaluation approach
6. Response instructions
7. Confidentiality provisions

RFI Limitations

When to Use RFQ

Appropriate Situations

Specification Clarity

Pro Tip: Provide a standardized pricing format table. When all vendors answer in the same format, comparison becomes dramatically easier.

RFQ Limitations

When to Use RFP

Appropriate Situations

Evaluation Criteria Example

For more on RFP evaluation, see our RFP Evaluation Matrix Scoring Guide.

Using Documents in Sequence

Often the documents work together:

Research → Price Sequence

RFI → (Define specs) → RFQ → Selection

Use when: You need to understand market first, then specifications become clear, finally price comparison decides.

Research → Full Evaluation Sequence

RFI → (Shortlist) → RFP → Selection

Use when: Market research needed first, qualifying vendors early, full solution evaluation follows.

Pre-Qualified Vendor Sequence

RFI → (Qualify vendors) → RFP (to shortlist) → Selection

Use when: Need to screen vendor capability. Only want qualified vendors to invest in RFP response.

Hybrid Approaches

Sometimes a pure RFQ or pure RFP isn't quite right.

The "RFQ with Proposal Elements"

Used when you are buying a commodity but want some service assurance.

• Base: RFQ structure (Detailed specs, pricing table)
• Addition: "Please attach a 1-page summary of your quality control process for this material."
• Why: Keeps it simple but filters out "garage shops."

The "RFP Light"

Used for smaller projects where solution matters but a 50-page document is overkill.

• Structure: Problem statement + 5 key questions + Pricing
• Why: Reduces vendor fatigue for smaller contracts ($20k-$50k)

Industry-Specific Nuances

Construction

• RFI: Heavily used to clarify architectural drawings during the project, not just before
• RFQ: Used for materials (lumber, steel)
• RFP: Used for hiring the General Contractor or Architect

Software / IT

• RFI: Critical because technology changes fast
• RFP: The standard for most software buys
• RFQ: Only used for hardware or commodity licenses (e.g., "quote 500 Microsoft Office licenses")

Manufacturing

• RFQ: The dominant document. Drawings are exact; price is king
• RFP: Used for capital equipment (robots, new lines) or logistics partnerships

Stakeholder Management

Your internal stakeholders usually just say "We need to send an RFP." Part of your job is guiding them to the right tool.

How to explain it: "If we send an RFP for office chairs, vendors will send us 50 pages of marketing about ergonomic philosophy. We don't want to read that. We want to know who has the chairs we picked out in stock at the best price. Let's use an RFQ."

"If we send an RFQ for 'Marketing Agency Services', we'll get a price list for hourly rates, but we won't know if they have any creative ideas. We need to see their portfolio and strategy. Let's use an RFP."

Common Mistakes

Using RFP When RFQ Is Appropriate

Mistake: Full RFP process for commodity purchase with clear specs.

Consequences: Wasted vendor effort, excessive evaluation time, no benefit from solution creativity, frustrated vendors for future needs.

Solution: If specifications are clear and price is the main differentiator, use RFQ.

Using RFQ When RFP Is Needed

Mistake: Trying to get pricing comparison for complex, undefined needs.

Consequences: Incomparable responses, missed requirements, poor vendor selection, implementation problems.

Solution: If the solution approach matters, use RFP.

Skipping RFI When Exploration Is Needed

Mistake: Jumping to RFP without understanding the market.

Consequences: Poorly written requirements, missing capable vendors, wrong approach in RFP, expensive re-work.

Solution: When you don't know the market well, start with RFI.

RFI That Creates Vendor Expectations

Mistake: RFI so detailed it seems like RFP, creating expectation of imminent sale.

Consequences: Vendor frustration, relationship damage, reduced future participation.

Solution: Make RFI purpose clear. Be explicit it's information-gathering.

Document Comparison Checklist

Use RFI If:

• ☐ You don't fully understand the market
• ☐ You need to learn about available solutions
• ☐ You want to pre-qualify vendors
• ☐ Requirements aren't yet defined
• ☐ You're exploring alternative approaches

Use RFQ If:

• ☐ Specifications are completely defined
• ☐ Price is the primary differentiator
• ☐ Multiple vendors can provide identical items
• ☐ You need quick turnaround
• ☐ Minimal vendor input on approach is needed

Use RFP If:

• ☐ Solution approach matters
• ☐ Multiple evaluation factors apply
• ☐ Vendor expertise affects outcome
• ☐ Complex or custom needs exist
• ☐ Long-term relationship is being established

Quick Reference Summary

Frequently Asked Questions

Can we skip the RFI and go straight to RFP?

Yes, if you already understand the market, know capable vendors, and have clear requirements. RFI is optional—use it when you need it.

Should RFI responses affect who gets the RFP?

Common approach is to use RFI to qualify vendors for RFP. Be transparent that RFI may inform RFP distribution.

Can we negotiate after RFQ?

Yes. RFQ responses are typically starting points for negotiation, not take-it-or-leave-it final offers.

How detailed should RFP evaluation criteria be?

Detailed enough that vendors can optimize their response and you can defend your decision. Typically weighted categories with defined scoring criteria.

From a vendor's perspective, which do they prefer?

Vendors love RFQs because they are quick to answer ("Here is my price"). They dread RFPs because they take days of work. They are suspicious of RFIs because they fear you are fishing for free consulting. Keep this in mind: Respect their time.

Choose the Right Document

Selecting the appropriate document type is the first step to effective procurement. Match the document to your knowledge level, requirement clarity, and evaluation needs.

Download Procurement Templates → | How to Write an RFQ →