When your company has a big project on the horizon and it requires outside vendors, an RFP can help ensure you access the right resources to get the job done. When you start by asking the right questions and anticipating your needs, you’re more likely to get bids aligned to your criteria and budget.
In this article, you’ll learn how an RFP template can help you decide on and communicate requirements for an outside vendor. You’ll also get access to a fully customizable template that’s simple to use for marketing, design, and public relations. Before we jump in, let’s quickly pause and understand what an RFP template is and its purpose.
What is an RFP template?
An RFP, or request for proposal, is a document a potential buyer creates to explain their 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 and buyers can then decide whether they’re aligned on what needs to be delivered, when, and for how much.
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.
A company may use an RFP template to foster clear communication channels, but these tools bring other benefits as well.
How an RFP template can help you get more done
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 also 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. From marketing to PR, let’s explore how a template can help smoothen the proposal process.
A few 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. Below, we’ll briefly outline how each of these types of templates focuses on different requirements and needs.
Marketing RFP templates
You might use a marketing RFP template to connect with the right marketing consultant or agency that can provide continuous 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
Design RFP templates
A design RFP template is helpful if you need a hand with web design. Consider 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 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 looking for a long-term partner that can help lift your business to a new level of awareness among consumers. A good public relations RFP template ensures PR firms are aware of your company’s history, target audience, and any current situation that needs their attention. .
By using a public relations RFP template, you can communicate why 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 Work OS can boost your productivity in every area of your business.
Get your project off to a great start with the monday.com RFP template
Use our request for proposal template alongside a bevy of productivity and organizational features on monday.com. Monday.com’s RFP template is customizable and makes it easy to explain your business’ requirements and what the proposal should include, regardless of the size of your project. It also enables your team members to reach out to new and existing vendors quickly and efficiently, allowing you to get your project off to a great start.
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. While working on the template, you also gain access to our unique Work OS features.
When working on a template from the Work OS, teams can harness automated and human-generated data and access 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. Let’s check out a few supplementary options.
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 project goals, centralize your workflow, create benchmarks to make sure all team members are accomplishing what’s needed within the project timeline, and gather the data 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 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 can save you time, so you can get your proposal in fast, impressing the decision-makers. 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
For more explanations and background on RFP templates, check out our FAQ below.
FAQs about RFP templates
For those wanting answers to specific questions, read on to learn more about the process of creating an RFP.
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, such as the one from monday.com.
Save time and resources 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.