RFI vs RFP vs RFQ: the differences and which document to use

RFI, RFP and RFQ are three documents with three different purposes. Choosing the wrong one adds weeks to a sourcing project or leaves you comparing proposals that answer different questions.

The short answer

• RFI (request for information): you are learning about the market and the suppliers in it.
• RFP (request for proposal): you know the problem and want suppliers to propose a solution and price.
• RFQ (request for quotation): you know exactly what you need and want a price for it.

Side-by-side comparison

| | RFI | RFP | RFQ | |---|---|---|---| | Purpose | Market discovery | Solution and price | Price for a defined item | | Requirement clarity | Low | Medium to high | Complete | | Typical decision | Shortlist | Award on value | Award on price | | Evaluation | Qualitative | Weighted scoring | Lowest compliant price | | Effort for suppliers | Light | Heavy | Light to medium | | Typical duration | 1 to 3 weeks | 4 to 10 weeks | 1 to 3 weeks |

Durations vary by category and organisation; treat them as planning guides.

When to use an RFI

Use an RFI when you cannot yet write a firm specification. Typical triggers: a new category, a technology market moving quickly, or a business owner unsure what is possible. An RFI tells you who is credible, how suppliers price, and which requirements are standard in the market. It is non-binding and should say so. Read our [RFI template guide](/blog/rfi-template-questions-to-ask-suppliers) for the questions to include.

When to use an RFP

Use an RFP when there are several ways to meet the need and quality matters as much as cost. Software, managed services, agencies, facilities and consulting usually fall here. Publish weighted criteria and a fixed pricing schedule so proposals are comparable. Our [RFP template guide](/blog/rfp-template-how-to-write-a-request-for-proposal) walks through every section.

When to use an RFQ

Use an RFQ for defined goods and services: equipment to a specification, standard print, catalogue items, repeat services with a fixed scope. The decision is mostly price, delivery and terms. See the [RFQ template guide](/blog/rfq-template-request-for-quotation) for the fields to include.

Combining them

The documents work well in sequence. An RFI narrows a market of twenty suppliers to six; an RFP selects the best of those six. For lower-value purchases, many organisations skip both and request three quotations, which your route-to-market thresholds should define.

Templates for all three

The [Sourcing toolkit](/toolkits#toolkit-03) includes a complete RFI, RFP and RFQ pack, a three-quotation pack, a pre-qualification questionnaire, pricing schedules and a weighted evaluation matrix. The thresholds that decide which route applies sit in the [Governance and policy toolkit](/toolkits#toolkit-01).