RFP vs RFQ vs RFI: What's the Difference?

If you work in sales, BD, or procurement, you've seen the alphabet soup: RFP, RFQ, RFI. People use these terms interchangeably, but they're not the same thing. Each serves a different purpose in the buying process, and responding to them requires different approaches.

Here's the breakdown.

Quick Reference

Type	What It Is	When It's Used	What They Want
RFI	Request for Information	Early exploration	Capabilities, background
RFQ	Request for Quote	Clear requirements	Price for specific specs
RFP	Request for Proposal	Complex projects	Full solution + pricing

Request for Information (RFI)

An RFI is the buyer saying: "We're not sure what we need yet. Tell us what's out there."

Organizations send RFIs when they're early in the buying process. They might know they have a problem, but they haven't figured out the solution. They're gathering information to shape their eventual requirements.

What makes an RFI different:

→Non-binding for both parties
→Usually doesn't ask for pricing
→Focuses on "what can you do?" not "how much?"
→Often precedes an RFP

Typical RFI questions look like:

"Describe your company's experience in healthcare IT."

"What security certifications does your platform hold?"

"How many similar implementations have you completed?"

How to respond

Focus on demonstrating expertise. Use case studies, certifications, client logos. Keep it concise - the goal is to get invited to the next stage, not to win the deal right now.

Request for Quote (RFQ)

An RFQ is straightforward: "We know exactly what we need. What's your price?"

The buyer has already defined their requirements. They're shopping for the best deal. Think of it like getting quotes for a well-specified construction job - everyone's bidding on the same scope.

What makes an RFQ different:

→Price is the main evaluation factor
→Specifications are locked down
→Easy to compare vendors side-by-side
→Shorter response windows

Example RFQ

"We need 500 Dell Latitude 5540 laptops with 16GB RAM, 512GB SSD, Windows 11 Pro, delivered by March 1st. Please provide your best price including shipping and 3-year warranty."

How to respond

Be precise. Meet the exact specifications. If you can't match on price alone, highlight value-adds: faster delivery, extended support, volume discounts, local service. But don't try to change the requirements - that's not what an RFQ is for.

Request for Proposal (RFP)

An RFP is the most complex of the three: "Here's our problem. Tell us how you'd solve it, and what it would cost."

RFPs are used for projects where the buyer needs to evaluate more than just price. They're looking at your approach, your team, your methodology, your risk mitigation - and yes, your pricing. It's a holistic evaluation.

What makes an RFP different:

→Detailed responses covering multiple areas
→Price is one factor among many
→Vendors propose their own solutions
→Often includes presentations and negotiations

Typical RFP sections

Executive Summary

Company Background

Technical Approach

Project Team

Implementation Timeline

Pricing

References

Case Studies

How to respond

This is where tools like RFP Matrix earn their keep. RFPs often contain hundreds of requirements buried across dozens of pages. Missing one "shall" requirement can disqualify you.

Success requires reading every requirement, mapping your capabilities to their needs, and telling a story about your solution - not just checking boxes. For a deeper dive, read our guide on how to write a winning RFP response. It's also a coordination challenge: you'll need input from multiple people, and someone has to keep it all on track.

How They Fit Together

These documents often appear in sequence during major procurements:

RFI Phase: Buyer explores market, identifies potential vendors

RFP Phase: Shortlisted vendors submit detailed proposals

Evaluation: Buyer scores and compares proposals

RFQ Phase: (Sometimes) Final pricing negotiations with finalists

Award: Contract awarded

Mistakes That Cost You Deals

Treating all three the same

An RFP-style response to an RFQ wastes everyone's time. An RFQ-style response to an RFP looks lazy. Match your response to the document type.

Ignoring evaluation criteria

Most RFPs tell you exactly how they'll score responses. If "Technical Approach" is 40% of the score, that section should get 40% of your attention.

Missing mandatory requirements

One missed "shall" requirement can disqualify your entire response. Track every requirement in a compliance matrix.

Copy-paste boilerplate

Evaluators read dozens of responses. They can spot recycled content immediately. Tailor your response to their specific situation.

The Bottom Line

RFI:Early-stage exploration. Focus on capabilities and experience.

RFQ:Price comparison for defined specs. Be precise and competitive.

RFP:Full evaluation. Tell a story about your solution.

Knowing which type of document you're dealing with is the first step to responding well. It determines how much time to invest, what to emphasize, and how to structure your response. Before committing resources, use a Go/No-Go decision framework to evaluate whether the opportunity is worth pursuing.

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