Creating an effective Request for Proposal (RFP) can be challenging. The goal of this series is to help you improve your RFP document and make the process easier for you as a Buyer.

Is there an easy solution? Unfortunately, not really—unless you hire a third-party professional. Yes, you can outsource RFP writing! Tempting, right? Many Buyers dislike starting from scratch, which is why we began offering templates for Buyers and Suppliers who share that sentiment.

However, outsourcing has drawbacks. Few companies have the budget or desire to hire external professionals, and doing so can undermine your growth as a Purchasing Professional. Plus, your boss might wonder why you were hired in the first place—not ideal!

Invest in Your Skills

Improving your RFP starts with improving your skills. Best practices deliver a strong return on investment, so consider enrolling in RFP-specific courses. While these classes can be costly and may require travel, some employers will cover the expense if you complete and pass the course. Many forward-thinking companies value professional development—so ask!

Practice is key. Become a student of your trade. After issuing an RFP, review what worked and what didn’t:

• Did you include enough detail to reduce vendor inquiries?
• Were there too many questions, and if so, which sections caused confusion?

Focus and Preparation

Block out time to work on your draft. Avoid calls and distractions. For most Buyers, writing RFPs isn’t a daily task, so it’s easy to rush and miss critical details. Cover all bases—commercial terms, legal requirements, environmental considerations, scope, and technical specifications.

Make It Engaging

Don’t let your RFP become a wall of text. Ensure your scope and technical sections are detailed enough to encourage formal responses. Vendors should clearly understand your goals, expectations, and deliverables.

Common Mistakes to Avoid

• Issuing low-value RFPs: Don’t send an RFP for a $10,000 job if it costs vendors $2,500 to respond. It’s not worth their effort and will likely fail.
• Ignoring clarifications: If you’re not prepared to answer vendor questions during the process, don’t issue the RFP.
• Unclear requirements: If your user group can’t define deliverables, hold off. Vendors may add 20% to cover unknowns, costing you more than sticking with your usual supplier.

Final Thoughts

Some purchasing professionals may disagree, but experience shows that unclear RFPs lead to frustration. If your goal is success, invest time upfront. A well-prepared RFP saves time, reduces confusion, and improves vendor responses.

Let us help – Buy our RFP Templates online HERE.  We guarantee the best price!