Your company has a big project on the horizon — so big you need to bring in outside vendors to get the job done. Obviously, you want to choose the right vendors, and that’s where an RFP template comes in. When you start with the right request for proposal template, you’re more likely to get bids aligned to your criteria and budget.
In this article, you’ll see how an RFP template can help you gather requirements for an outside vendor. We’ll also share a fully customizable template that’s simple to use for marketing, design, and public relations.
What is an RFP template?
An RFP, or request for proposal, is a document a potential buyer creates to explain product or service needs to vendors. It might also include a brief summary of the problem the buyer wants to solve. Vendors respond to the RFP with requested information buyers can use to make informed decisions about business partnerships or purchases.
An RFP template is a tool that makes it easy for you to outline the requirements and elements you’re looking for in a vendor’s proposal, whether you’re dealing with complex projects or evaluation criteria across many simple products.
Why use an RFP template?
An RFP template lets you or your team members reach out to vendors quickly without having to start from scratch each time. That means project managers and others spend less time on these tasks because all the requirements and protocols for each project are in one place. You only need to tweak the document for project-specific issues.
Reduced friction in the RFP creation process makes it easier to cast a wider net and reach out to new vendors, possibly resulting in lower or more comprehensive bids. RFP templates are especially helpful when you’re able to focus on specific areas of your business, such as marketing and design, with customized templates that address the information requirements unique to those areas.
What are some examples of RFP templates?
RFP templates are commonly used when marketing, design, and public relations departments ask for proposals and bids on their outsourced projects. Each of these types of templates focuses on different requirements and needs.
Marketing RFP templates
A marketing RFP template might be used to connect with the right marketing consultant or agency that can provide continuing support for your marketing initiatives. You can tailor a marketing RFP template to search for services and bids in the areas of digital marketing, advertising, branding, social media, or video production, among other areas.
Some information to include in a marketing-related RPF includes:
- Your organization’s current digital presence and online marketing strategies
- Your specific goals and objectives for marketing
- What you need from a third-party solution or service
With any RFP, more specifics from you typically drive vendor responses that are more likely to help you make a good decision about who to work with.
Design RFP templates
A design RFP template is helpful if you need a hand with web design. Think about what your website isn’t doing now that you wish it could do. Your marketing, customer service, and sales departments can all weigh in on this question, providing specifics regarding website features, media galleries, content, and user experience desired to inform the selection process. This prompts vendors to explain how they can provide solutions for these specific needs.
Some elements you might request with a design RFP include:
- Brand identity
- Entire website architecture
- Infographics and images
Public relations RFP templates
When you put together an RFP for a public relations firm, you’re likely to be looking for a long-term partner that can help lift your business to a new level of awareness among your client base. A good public relations RFP template ensures PR firms are aware of your company’s history and any current situation that needs to be handled, as well as your organization’s target audience.
By using a public relations RFP template, you can communicate why you need a PR firm and what particular communications or growth challenges your organization is facing at the moment. You can spell out:
- Specific PR objectives
- What successful outcomes would look like
- Any business goals you want to reach
You can also explore a PR agency’s experience in your industry and outline the scope of work.
Specific RFP templates can pave the way to a speedy bidding process — much as the features in our project management software can boost your productivity in every area of your business.
monday.com’s RFP template
Use our request for proposal template alongside a bevy of productivity and organizational features on monday.com. Our cloud-based platform lets your teams build, run, and track your workflow, no matter the size of your organization. It interfaces with external tools to gather needed data, then connects teams so everyone can take advantage of centralized workflows.
Our Work OS harnesses automated and human-generated data and represents it in digestible ways. Permissions and governance determine who can view and work with different data, and you have the ability to create customized workflows, integrations, and widgets. Third-party communications tools, including video, help facilitate teamwork.
Along with monday.com’s powerful Work OS, we offer a huge array of templates to facilitate your workflow, communications, and processes.
Related templates to our RFP template
The monday.com RFP template is just one of the templates you may find useful as you reach out to vendors to help get your projects on the fast track. Other valuable templates include our project proposal and bid templates.
Project proposal template
Before you can issue an RFP for help with a project, you need to know where the project is going. That’s where the monday.com project proposal template comes in. With this powerful template, you can define and visualize your project goals, centralize your workflow, create benchmarks to make sure all members of your team are accomplishing what’s needed within the project timeline, and gather the data you need to make smart decisions.
Among the features that help you deliver next-level project proposals are:
- Customizable project visualization status markers
- Integration of Bitbucket, Todoist, Typeform, and your other preferred tools
- A cost calculator that keeps running totals of all your project expenses
- Easy export and import to and from Excel
Sometimes you’re the one issuing an RFP, and sometimes your company is putting together a bid so you can land a contract that your organization is perfect for. You often only get one shot when you launch a bid, so you want your proposal to be a winning one in every sense of the word. Our bid template can be especially valuable here.
It ensures you don’t miss any important details. We’ll help you lock down your timeline, the specifics of the service or product you want to provide, your price quotes, and any detailed terms you want to make sure are included in the final contract.
Using our bid contract saves you time, so you can get your proposal in fast, impressing the decision-makers. Because you’re following a tested, proven template, your proposal looks professional, so it catches the attention of the right people. It includes all the vital information, including:
- Labor costs
- Material costs
- Timeline details
- Contract terms
- Existing inventory
- Data from previous projects to verify the accuracy of your time/cost projections
FAQs about RFP templates
How do you write a good RFP?
Start by defining your project and your specific needs and requirements. Explain to bidding companies your business’s history and what it hopes to accomplish with this project as well as how you want vendors to respond. Include timeline and budget information, as well as your selection criteria and terms and conditions.
What is the typical structure of an RFP?
An RFP may vary slightly depending on the type of proposal, but it generally contains a project overview, a discussion of any technical and management requirements, a request for vendor qualifications and references, information about budget and timeline requirements, any NDA requirements, and a request for the vendor to make a proposal and bid on the project.
How long does it take to write an RFP?
The actual RFP process typically takes up to a week, depending on the amount of information you need to gather. That time frame can be drastically cut down by using a well-designed RFP template.
Get your project started with an RFP template
Working with the right partners and vendors can take your organization to the next level. Saving time with your RFPs because you’ve included all the relevant details is a key to unlocking your company’s growth. Choose monday.com’s RFP template to get the right bids from the right vendors at the right price.