The RFP is a filter
A Request for Proposal isn't just a procurement document — it's a filter. A well-written RFP attracts vendors who understand your problem and discourages those who don't. A poorly written one either attracts everyone or scares off the best candidates.
What to include
The problem, not the solution
Describe what you're trying to accomplish, not how you want it built. "We need to reduce client intake time from 45 minutes to 15 minutes" invites creative solutions. "We need a web form with these 47 fields" limits responses to exactly what you've imagined.
Your constraints
Be upfront about budget ranges, timelines, compliance requirements, and integration needs. Vendors appreciate honesty — it helps them determine whether they're a good fit and scope their response appropriately.
Evaluation criteria
Tell vendors how you'll evaluate proposals. If price is 40% of the decision and experience is 30%, say so. This focuses responses on what you actually care about and makes your evaluation process more consistent.
A realistic timeline
Give vendors enough time to respond thoughtfully — two to three weeks minimum. Rushed timelines lead to boilerplate responses from vendors who are just spraying proposals, while thoughtful vendors may pass because they can't do quality work in the window.
What to leave out
Exhaustive technical specifications. Unless you have deep internal expertise, specifying exact technologies limits your options and may reflect outdated assumptions.
Boilerplate legal language up front. Save contract terms for negotiation. Leading with legal language signals that you're more focused on compliance than partnership.
Red flags in responses
Watch for proposals that mirror your language back to you without demonstrating real understanding. Good vendors will push back on assumptions, ask clarifying questions, and propose approaches you hadn't considered.
The takeaway
A great RFP is a conversation starter, not a compliance exercise. Focus on the problem, be transparent about constraints, and give vendors enough room to show you what they can do.