Free RFP Template: Request for Proposal Generator
Write a request for proposal section by section: background, project goals, scope of work, budget range, RFP timeline, what suppliers must include, weighted evaluation criteria, how to submit and terms. Pick what you are buying for ready-made starters, then print the RFP or save it as a PDF. Free, no sign-up.
Enter your organisation and the project, then fill in the sections. Click a starter to add it and edit the words; start a line with a dash to make a bullet point. The weights of the evaluation criteria must add up to 100%. The RFP updates as you type and the draft is kept in this browser until you start over.
RFP template: sections
| Section | Answers |
|---|---|
| About us, project goals | Who and why |
| Scope of work | What |
| Budget, RFP timeline | How much, when |
| What to include in the proposal | What to send |
| Evaluation criteria | How you choose |
| How to submit, terms | Where and how |
Example
A freight company with a sales team of 25 asks for proposals for a CRM system and its implementation, with a budget of $40,000–$60,000. Questions are due on 10 December, proposals on 19 December and the supplier is chosen by 15 January. Proposals are scored on five criteria: fit with the requirements 30%, total cost over three years 25%, implementation experience 20%, support and training 15% and references 10%. Click Load example to see it in full.
Score the proposals you receive
| Criterion and weight: supplier A scores (1–5) | Points |
|---|---|
| Fit with requirements 30%: 4 of 5 | 24 |
| Total cost 25%: 3 of 5 | 15 |
| Implementation experience 20%: 5 of 5 | 20 |
| Support and training 15%: 4 of 5 | 12 |
| References 10%: 4 of 5 | 8 |
| Total out of 100 | 79 |
Each score out of 5 is turned into points as score ÷ 5 × weight, so 4 of 5 on a 30% criterion gives 24 points. Score every supplier the same way, then talk to the two or three with the most points before you decide.
Responding to an RFP
If you are the supplier, answer every requirement in the order the RFP asks, use its words and keep the price easy to compare. Build your answer with the business proposal template, and when the RFP is for software, check your price against the market with the CRM cost calculator.
Frequently asked questions
What should an RFP include?
Who you are and why you are buying, the goals of the project, the scope of work, the budget, the timeline with the proposal deadline, what each proposal must contain, how proposals will be evaluated, how to submit and your terms. This template has all of these parts in that order.
What is the difference between an RFP, an RFQ and an RFI?
A request for information (RFI) asks suppliers what is possible before you decide what to buy. A request for quotation (RFQ) asks for prices on something already fully specified. A request for proposal (RFP) asks suppliers how they would solve your problem and at what price, and compares them on more than price.
How do I score RFP responses?
Pick four to six criteria, such as fit with your requirements, total cost, experience, support and references, and give each a weight so that they add up to 100%. Score every proposal from 1 to 5 on each criterion, multiply by the weight and add up. Publish the criteria in the RFP so suppliers know what matters.
How long should suppliers get to respond?
Two to four weeks is usual for a small or mid-size project, and longer for complex or public tenders. Leave a week for questions, share every answer with all suppliers, and allow time after the deadline to compare proposals and talk to the shortlist.
Should I include the budget in an RFP?
Usually yes. A budget range keeps proposals realistic and saves time for both sides, and suppliers can show what they would do at that price. If you leave it out, ask for a detailed price breakdown so that proposals can be compared.
How do I respond to an RFP as a supplier?
Read it twice and decide quickly whether to bid. Ask your questions before the deadline, answer every requirement in the order of the RFP, use the buyer’s words, show similar results, and price clearly. The business proposal template helps you structure the answer.
Is what I type stored or sent anywhere?
No. The RFP is built in your browser and the draft is saved only in this browser so you can come back to it. Nothing you type is sent to SalesBond or anyone else, and no AI reads it. Click Start over to clear it.
Related tools: business proposal template, CRM cost calculator, NDA generator. More on sales and running a sales team on the SalesBond blog and the home page.
Official sources
- Wikipedia: Request for proposal — purpose, typical contents and how RFPs differ from RFIs and RFQs.
- US Federal Acquisition Regulation 15.203, Requests for proposals — the minimum an RFP must describe, including evaluation factors and their relative importance.
Updated on Nov 6, 2026. This calculator is for information only and is not tax, legal or payroll advice. This is a template, not legal or procurement advice; public bodies and regulated industries must follow their own procurement rules.
