Choosing the right software development partner starts long before any code is written. It begins with your request for proposal (RFP). An effective RFP does more than just outline project specs. It reflects your clarity of vision, your level of preparation, and your professionalism as a client. A poorly written RFP can turn away high-quality vendors or result in mismatched proposals that waste time and energy on both sides.
So what separates a strong RFP from one that falls flat? Here are the key characteristics to keep in mind, along with some common mistakes to avoid.
What to do when writing your RFP?
- Clearly define your objectives
Vendors should quickly understand the problem you’re trying to solve. Provide enough context so they can propose thoughtful, relevant solutions. - Be specific about your requirements
List out the must-have features, required integrations, and compliance expectations. The more precise you are, the easier it is for vendors to assess fit and propose realistic approaches. - Use a scoring model
Define how proposals will be evaluated. A scoring system brings objectivity to the selection process and helps your team stay aligned. - Encourage questions
Provide a channel for vendors to ask for clarification. Open communication can significantly improve the quality of the proposals you receive. - Provide realistic budget guidance
Even a rough estimate gives vendors parameters to work within, helping them tailor proposals to what’s feasible. - Set a well-structured timeline
Balance your sense of urgency with enough time for vendors to put together thoughtful responses. Avoid forcing rushed submissions. - Include contact information
Make sure vendors know exactly where and how to send their proposals—and who to contact with questions. - Ensure internal stakeholder alignment
Before sending the RFP out, confirm that all relevant internal teams agree on the goals, scope, and requirements. Misalignment at this stage can cause confusion later on.
What to avoid when writing your RFP?
- Being too vague
Unclear or generic RFPs invite misaligned responses and create extra work during evaluation. - Focusing only on cost
A low price doesn’t always equal the best value. Consider the vendor’s experience, long-term reliability, and ability to scale with you. - Overcomplicating the process
If your RFP is overly rigid or filled with unnecessary detail, you may lose the interest of top-tier vendors. - Ignoring vendor questions
Lack of engagement from your side signals disinterest and can result in weaker proposals. - Leaving out evaluation criteria
Without defined scoring or selection standards, the process can become biased or inconsistent. - Changing requirements midway
Once your RFP is out, try not to shift expectations. Moving targets lead to confusion and mistrust. - Overlooking legal or compliance considerations
Make sure your RFP addresses all relevant industry standards and contractual obligations. - Setting unrealistic deadlines
If vendors don’t have enough time to respond properly, you risk ending up with incomplete or rushed proposals.
Writing a great RFP is both an art and a process. Done right, it not only attracts the right vendors but also sets the tone for a productive and professional partnership.
Need a simple tool to help you get started? Check out our best practices RFP checklist to ensure your next RFP hits the mark.
