Requests for Proposal (RFPs)

What is a Request for Proposal?

A Request for Proposal (RFP) is a formal document that organizations use to solicit competitive bids from potential vendors or service providers. The RFP outlines project requirements, evaluation criteria, submission guidelines, and contract terms, allowing organizations to compare multiple proposals and select the provider that best meets their needs.

Note on terminology: The correct plural form is Requests for Proposal (RFPs), though you may occasionally see “Requests for Proposals.” The singular “proposal” is standard because each request seeks one proposal from each responding vendor.

Key Purposes of RFPs

RFPs serve several critical functions in international business:

Standardization: Ensures all potential vendors respond to the same requirements, making comparison fair and systematic
Transparency: Creates a documented, auditable procurement process
Competition: Encourages competitive pricing and innovative solutions
Risk management: Clearly defines expectations, reducing misunderstandings and disputes
Compliance: Meets organizational or legal requirements for competitive bidding

When RFPs Are Used

Organizations typically issue RFPs for:

Complex projects requiring detailed proposals and custom solutions
High-value contracts where competitive bidding is required
Services where quality, methodology, and approach matter as much as price
Government contracts and publicly funded projects
Situations where the buyer needs to evaluate multiple factors beyond cost

Anatomy of an RFP: Translation Services Example

Let’s examine a typical RFP structure using translation services as our example. While the specific sections and terminology may vary, most RFPs follow a similar pattern.

Example RFP: Website Localization Project

PROJECT OVERVIEW

Issuing Organization: Global Tech Solutions, Inc.
Project Title: Spanish Localization of Customer Support Portal
RFP Issue Date: March 1, 2026
Proposal Due Date: April 1, 2026, 5:00 PM EST
Anticipated Project Start: May 15, 2026

1. Executive Summary / Project Background

This section provides context about the requesting organization and the project’s purpose.

Global Tech Solutions seeks a qualified language service provider to localize our customer support portal from English (US) into Spanish (Latin America). Our portal currently serves 50,000+ monthly users and contains approximately 125,000 words of technical support content, FAQs, troubleshooting guides, and user interface text. This localization will enable us to better serve our growing Latin American customer base.

What this section tells vendors:

Who the client is and what they do
Why the project matters to the organization
Basic scope parameters (language pair, content volume, content type)

2. Scope of Work / Project Requirements

This section details exactly what services are needed.

Category Specifications

Content to be localized: - User interface strings: ~15,000 words
- Help documentation: ~85,000 words
- FAQs: ~20,000 words
- Video captions: ~5,000 words

Required services: - Translation (EN-US to ES-419)
- Editing and proofreading
- Technical review by subject matter expert
- In-context review in staging environment
- Glossary and style guide development
- Ongoing terminology management

File formats: - XML (user interface strings)
- Markdown (documentation)
- SRT (video captions)

Required deliverables: - Translated content in original file formats
- Translation memory (TMX format)
- Bilingual glossary (Excel or TBX format)
- Quality assurance report
- Project completion report

What this section tells vendors:

Specific tasks and deliverables
Technical requirements and file formats
Whether specialized expertise is needed
What resources the vendor must provide

3. Timeline / Project Schedule

Clear timeline expectations help vendors assess feasibility and plan resources.

Key Milestones Dates

RFP issued: [Date]

Proposal submission deadline: [Date]

Vendor selection and notification: [Date]

Contract finalization: [Date]

Project kickoff: [Date]

Translation completion: [Date]

In-context review: [Date]

Final delivery: [Date]

Go-live: [Date]

What this section tells vendors:

How much time they have to prepare their proposal
When work would begin and end
Whether the timeline is realistic for the scope

4. Evaluation Criteria

This section explains how proposals will be assessed, helping vendors understand what matters most to the client.

Proposals will be evaluated based on the following weighted criteria:

Criterion Weight

Technical approach and methodology 30%

Relevant experience and qualifications 25%

Cost and value 20%

Quality assurance processes 15%

Timeline and project management 10%

What this section tells vendors:

What to emphasize in their proposals
How much cost matters relative to other factors
What evidence and examples to provide

5. Proposal Submission Requirements

Specific instructions for how to respond to the RFP.

Required sections in proposal:

Cover letter and executive summary

Company background and qualifications

Project approach and methodology

Team composition and relevant experience

Quality assurance procedures

Timeline and project management approach

Detailed pricing breakdown

References from similar projects (minimum 3)

Sample translations (we will provide test content)

Submission format:

PDF format only

Maximum 25 pages (excluding appendices)

File naming: CompanyName_GlobalTech_RFP_2026.pdf

Submit to: procurement@globaltechsolutions.com

Subject line: “RFP Response - Spanish Localization Project”

What this section tells vendors:

Exactly what information to include
How to format and submit their response
Any page limits or formatting requirements

6. Terms and Conditions

Legal and contractual framework for the project.

Selected vendor must provide proof of liability insurance

All work considered “work for hire” - client retains all rights

Confidentiality agreement required before project kickoff

Payment terms: Net 30 upon milestone completion

Vendor must comply with GDPR data protection requirements

Project subject to final budget approval

What this section tells vendors:

Legal requirements and constraints
Payment structure
Risk and liability considerations
Any deal-breakers to consider before investing time in a proposal

7. Questions and Contact Information

How vendors can seek clarification during the proposal development period.

Questions regarding this RFP must be submitted in writing to:
procurement@globaltechsolutions.com
Deadline for questions: March 20, 2026

All questions and answers will be shared with all prospective vendors by March 25, 2026 to ensure fair access to information.

What this section tells vendors:

How to get clarification
Whether there will be an opportunity to ask questions
Whether all vendors will receive the same information

Understanding RFP Anatomy

This example demonstrates how a well-structured RFP provides:

Clarity about what’s needed and why
Specificity in requirements and expectations
Transparency in evaluation criteria
Fairness through standardized submission requirements
Professionalism in language and organization

When responding to RFPs, vendors must address each section thoroughly while demonstrating how their approach uniquely meets the client’s needs.

Challenges with RFPs

While RFPs are valuable tools for procurement, they often present challenges for both requestors (clients) and respondents (vendors).

Common RFP Problems

1. Unclear or Contradictory Requirements

RFPs sometimes contain vague language, inconsistent specifications, or contradictory requirements that make it difficult to develop accurate proposals.

Example issues:

“High-quality translation” without defining quality standards or metrics
Requesting both “fastest turnaround” and “highest quality” without acknowledging the tradeoff
Specifying file formats the client doesn’t actually use
Requiring certifications or qualifications that aren’t relevant to the actual work

2. Unrealistic Timelines or Budgets

Some RFPs reveal that the client hasn’t researched what’s feasible.

Example issues:

Requesting 100,000-word translations in one week
Budget expectations that would require paying translators below market rates
Expecting same-day turnaround on review and approval cycles
Not accounting for time needed for client feedback and revisions

3. “Fishing Expedition” RFPs

Occasionally, organizations issue RFPs primarily to gather market intelligence or free consulting rather than to seriously evaluate vendors.

Warning signs:

Requesting detailed methodologies and proprietary processes without commitment
Asking for spec work or extensive free samples beyond reasonable evaluation
Extremely broad scope with no indication of serious budget or timeline
History of issuing RFPs but rarely awarding contracts

4. The Requestor Doesn’t Understand Their Own Needs

This is perhaps the most challenging situation: when the RFP author lacks sufficient knowledge about the services they’re requesting.

Example issues:

Confusing translation with interpretation
Not understanding the difference between language variants (ES-ES vs. ES-MX)
Requesting services in the wrong order (wanting proofreading before translation)
Misunderstanding file format requirements or technical constraints
Not recognizing that subject matter expertise is needed
Underestimating the complexity of their own content

5. Over-Specification or Under-Specification

RFPs sometimes swing to extremes: either providing so many rigid requirements that innovation is stifled, or so few details that vendors can’t develop accurate proposals.

Over-specification issues:

Dictating specific tools or processes that may not be optimal
Requiring unnecessary credentials or certifications
Imposing arbitrary constraints that limit quality or efficiency

Under-specification issues:

No information about target audience or purpose
Missing technical requirements or constraints
Unclear about what constitutes project completion
No guidance on quality expectations or acceptance criteria

Navigating RFP Challenges: What Can You Do?

When the RFP is Unclear

Ask questions during the designated period:

Submit specific, professional questions through the official channel
Request clarification on contradictory requirements
Ask about the reasoning behind unusual specifications
Inquire about flexibility on rigid requirements

Make reasonable assumptions and document them:

If forced to assume, clearly state your assumptions in your proposal
Explain the implications of your assumptions
Offer alternative approaches if different assumptions apply

Evaluate whether to respond:

If critical information is missing and questions go unanswered, consider whether a quality proposal is even possible
Assess the risk of investing time in a proposal with too many unknowns

When the Requestor Doesn’t Understand What They Need

This is delicate territory. You want to be helpful and educational without being condescending or undermining your chance of winning the work.

Educate tactfully in your proposal:

Frame insights as “recommendations based on our experience with similar projects”
Explain why certain approaches work better, citing industry standards
Offer alternative scopes or phased approaches that might better serve their goals
Include brief explanations of technical concepts when you suspect misunderstanding

Provide options and flexibility:

Present multiple service levels or approaches
Show what’s possible within their stated constraints and what’s achievable with adjustments
Clearly explain tradeoffs (speed vs. quality, cost vs. comprehensiveness)

Demonstrate expertise without arrogance:

Share relevant case studies that illuminate best practices
Reference industry standards and certifications to establish credibility
Show how your approach has solved similar challenges for other clients

Use the Q&A period strategically:

Ask questions that gently guide the client toward better understanding
Example: “To ensure we propose the most appropriate solution, could you clarify whether the target audience is technical support staff or end users?”
Frame questions as helping you serve them better, not pointing out their mistakes

When Budget or Timeline Seems Unrealistic

Respond honestly and professionally:

Explain what’s achievable within their parameters and what isn’t
Provide pricing for their requested scope alongside pricing for a more realistic scope
Show the consequences of compressed timelines or inadequate budgets on quality

Offer creative solutions:

Suggest phased approaches that fit their budget
Propose alternative methodologies that balance speed, cost, and quality
Identify opportunities to leverage technology or existing resources

Know when to walk away:

If a client’s expectations are fundamentally incompatible with professional standards, it may be better not to bid
Winning work at unsustainable rates or unrealistic timelines damages your business and the industry

Building Long-Term Relationships Through RFPs

Even when RFPs are imperfect, responding professionally and educating clients respectfully can establish you as a trusted advisor. Some of the best client relationships begin with an RFP where the vendor helped the client better understand their own needs.

Reflection Questions

Consider these questions as you learn about RFPs:

Understanding client needs: What can you do if you don’t understand what the requestor wants from an RFP? What if it’s clear the requestor doesn’t understand what they need?
Ethics and honesty: If you notice that a client’s specifications would lead to poor outcomes (wrong language variant, insufficient timeline, inappropriate methodology), what’s your responsibility? How do you balance winning business with providing honest guidance?
Investment decisions: How do you decide whether an RFP is worth the time and effort to respond? What red flags would make you choose not to bid?
Competitive advantage: When multiple vendors are responding to the same RFP, what can you emphasize to differentiate your proposal?
Industry improvement: How might you contribute to improving RFP quality in your field? Could standardized templates or educational resources help clients write better RFPs?
Your future: As you build your career, you may find yourself on both sides of the RFP process—as a respondent and potentially as someone writing RFPs for your organization. What lessons from responding to RFPs would you apply when writing them?

Additional Resources

For deeper understanding of RFP best practices:

Writing a Request for Proposal (RFP): How-tos, Templates, and Tips by Canva
Practical guide with templates for creating effective RFPs
Guidebook: Crafting a Driven Request for Proposals (RFP) via Harvard’s Government Performance Lab
Comprehensive framework for developing RFPs that drive results, with particular focus on government and social sector procurement

📥 Download this Content

Find this file on our repo and download it.

🤖 GAI Study Prompts

Copy the downloaded content and try it with these prompts:

“Help me analyze this RFP [paste RFP text] and identify any unclear requirements or potential problems”
“I’m responding to an RFP where the client seems to misunderstand [specific issue]. How can I address this tactfully in my proposal?”
“Create a checklist for evaluating whether an RFP is worth responding to”
“What are the most important questions I should ask during an RFP Q&A period for [type of project]?”
“Help me draft a professional response to an RFP with unrealistic timeline expectations”
“What are best practices for structuring an RFP response for translation/localization services?”
“How can I differentiate my proposal when competing against multiple vendors responding to the same RFP?”

Next Activity: Memoranda of Understanding (MOUs) and Service Level Agreements (SLAs)