Let’s be honest; “RFP” sounds like something that belongs in a corporate filing cabinet, right next to “TPS reports” and “urgent budget reviews.”
But fear not.
If you’ve ever wondered what on earth an RFP actually is, why people keep talking about them, and whether you need one for your business, this is your no-jargon, plain-English guide (with a dash of humour to keep you awake).
First Things First: What Does “RFP” Stand For?
RFP = Request for Proposal.
In simple terms, it’s a formal way of saying:
“Hey suppliers, here’s what we need. Tell us how you’d deliver it, how long it would take, and how much it would cost.”
It’s how organisations (especially councils, corporates, and big projects) invite suppliers to pitch for work in a structured, comparable way.
If a simple quote request is like asking, “How much for a coffee?”, then an RFP is more like, “Can you design and run a coffee shop chain for us, with sustainable beans, staff training, and good vibes only?”
Why Do Businesses Use RFPs?
Because chaos isn’t a procurement strategy.
An RFP helps buyers:
- Compare suppliers fairly (apples to apples, not apples to pineapples)
- Set clear expectations about what they want.
- Avoid misunderstandings later: ideally, fewer “Oh, we thought you meant…” moments.
- Document compliance: especially important for public sector contracts.
And for suppliers?
It’s your opportunity to shine.
An RFP gives you a framework to show that you understand the brief, can solve the problem, and ideally look more reliable than the competition.
The Main Ingredients of an RFP
Think of an RFP as a recipe for procurement success. A good one usually includes:
- Background: Who’s issuing the RFP and why.
- Scope of work: What needs doing (and what doesn’t).
- Deliverables: The expected outcomes or outputs.
- Timelines: Key dates, deadlines, and project phases.
- Evaluation criteria: How your proposal will be scored (price, quality, experience, innovation, etc.).
- Submission details: Where, how, and when to send your masterpiece.
Sometimes you’ll see cousins of the RFP too:
- RFQ: Request for Quotation (for price-focused projects).
- RFI: Request for Information (for early-stage market research).
Yes, it’s a whole family of acronyms. Don’t worry, we keep a glossary handy at all times.
How the RFP Process Works (In Plain English)
The buyer writes an RFP.
- Ideally clear, detailed, and not written in hieroglyphics.
- They publish or send it to potential suppliers (You).
- You read it and think, “Yes, we can do this!”
- You write a proposal (the response).This is your chance to explain how you’ll deliver, why you’re best, and what it will cost.
- The buyer evaluates the bids.They score them against published criteria.
- Winner announced.Then contracts, compliance checks, and — hopefully — the start of a great partnership.
Why RFPs Are Worth Taking Seriously
If you’re in B2B or public contracts, RFPs are your ticket to bigger opportunities.
They might seem daunting at first (and yes, occasionally written by someone who loves bullet points a bit too much), but mastering them can help your business:
- Win higher-value contracts
- Build credibility with larger clients
- Establish repeat, long-term relationships
The Art (and Agony) of RFP Writing
For the buyers procurement department, writing an RFP can be a balancing act: too vague and you’ll drown in irrelevant responses; too detailed and no one will bother replying.
For suppliers, responding is an art form: clarity, compliance, and persuasion — all under tight deadlines.
That’s where we come in...
At RFP Solutions, we help UK organisations write and respond to RFPs that actually work: clear, compliant, and easy for evaluators to score.
No waffle. No jargon. Just well-structured documents that get results (and occasionally, a raised eyebrow of admiration from procurement teams).
The Bottom Line
Don't view an RFP as red tape — it’s an opportunity.
It’s how serious buyers find serious partners, and how smart suppliers win more work.
So next time you see “RFP” in your inbox, don’t panic.
Grab a coffee, take a deep breath, and remember: it’s just a structured conversation about what everyone needs and how you can deliver it.
And if it still feels like a foreign language — well, that’s what we’re here for.
Need help writing or responding to an RFP?
Get in touch we’ll turn your tender headaches into winning proposals.
Contact Us
info@rfpsolutions.co.uk