{"id":86642,"date":"2025-10-06T18:18:21","date_gmt":"2025-10-06T18:18:21","guid":{"rendered":"https:\/\/mailrelay.com\/glossary\/rfp-and-rfq\/"},"modified":"2026-10-06T23:59:05","modified_gmt":"2026-10-06T23:59:05","slug":"rfp-and-rfq","status":"publish","type":"glossary","link":"https:\/\/mailrelay.com\/en\/glossary\/rfp-and-rfq\/","title":{"rendered":"RFP and RFQ"},"content":{"rendered":"\n

RFP and RFQ<\/strong> are two documents a company sends to several suppliers in order to choose one. With an RFP (Request for Proposal<\/em>), it asks for a complete proposal. With an RFQ (Request for Quotation<\/em>), it only asks for a price for something it has already defined.<\/p>\n\n

Both bring order to purchasing and make suppliers compete under the same rules.<\/p>\n\n

What is an RFQ and what does it mean?<\/h2>\n\n

RFQ stands for Request for Quotation<\/em>, also known as a request for quote or a price quote request. It’s used when you know exactly what you want to buy and only need to compare prices and terms.<\/p>\n\n

For example: \u201cI need 5,000 full-color, 24-page catalogs on 135 gsm paper, delivered by November 15.\u201d Each supplier replies with its price, lead time and payment terms. The best financial offer almost always wins.<\/p>\n\n

In Spanish, the plural is written \u201cRFQ\u201d or \u201clos RFQ\u201d, with no added s<\/em>, although in the industry you’ll often see \u201cRFQs\u201d.<\/p>\n\n

What is an RFP and what does it mean?<\/h2>\n\n

RFP stands for Request for Proposal<\/em>. It’s used when you have a problem or a goal but don’t know what the best solution is.<\/p>\n\n

Instead of asking for a price, you describe your situation and ask each supplier to explain how they would do it, with what team, on what timeline and at what cost. Choosing an agency, a piece of software or an email platform usually starts with an RFP.<\/p>\n\n

In consulting and technology, it’s the standard document for contracting large projects.<\/p>\n\n

What’s the difference between an RFI, an RFP and an RFQ?<\/h2>\n\n

There’s a third document alongside these two: the RFI (Request for Information<\/em>), which is used to get to know the market before asking for anything. Here’s the difference between the three:<\/p>\n\n

<\/th>RFI<\/th>RFP<\/th>RFQ<\/th><\/tr><\/thead>
Meaning<\/td>Request for information<\/td>Request for proposal<\/td>Request for quotation<\/td><\/tr>
When it’s used<\/td>At the start, to explore options<\/td>When the problem is clear, but the solution isn’t<\/td>When you know exactly what you want<\/td><\/tr>
What you ask for<\/td>General information about the supplier and what it offers<\/td>A complete solution, with approach, timeline and price<\/td>A price and terms<\/td><\/tr>
How the decision is made<\/td>No decision, just a shortlist<\/td>On quality, experience and price<\/td>Mainly on price<\/td><\/tr>
Example<\/td>\u201cWhich email platforms offer an API?\u201d<\/td>\u201cPropose how to automate our campaigns\u201d<\/td>\u201cPrice for sending 200,000 emails a month\u201d<\/td><\/tr><\/tbody><\/table><\/figure>\n\n

Many companies use them in order: an RFI to build the shortlist, an RFP to choose the solution and, sometimes, an RFQ to close the final price.<\/p>\n\n

\"RFI,<\/figure>\n\n

What does an RFP include?<\/h2>\n\n

A good RFP gives suppliers what they need to respond well and be compared on equal terms. It usually has these parts:<\/p>\n\n

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  1. An introduction to your company<\/strong> and the project.<\/li>\n\n\n\n
  2. The goals and problem<\/strong> you want to solve.<\/li>\n\n\n\n
  3. Requirements<\/strong>: mandatory features, integrations, volume and regulations.<\/li>\n\n\n\n
  4. An approximate budget<\/strong>, if you can share it.<\/li>\n\n\n\n
  5. Evaluation criteria<\/strong> and their weight, for example, 40% solution, 30% price and 30% experience.<\/li>\n\n\n\n
  6. Timeline<\/strong>: response deadline, Q&A round and decision date.<\/li>\n\n\n\n
  7. Response format<\/strong> and contact person.<\/li>\n<\/ol>\n\n

    An RFQ is shorter. All it needs is the exact description of the product or service, the quantities, the delivery date, the payment terms and the response deadline.<\/p>\n\n

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    Comparing email platforms?<\/strong><\/p>\n\n\n\n

    Try Mailrelay for free before you decide and see how it works with your own data.<\/p>\n\n\n\n

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    Create a free account<\/a><\/div>\n<\/div>\n<\/div><\/div>\n\n

    How to request a quote by email: RFQ template<\/h2>\n\n

    Many RFQs are sent by email. You can use this template as a starting point:<\/p>\n\n

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    Subject:<\/strong> Request for quote: [product or service] \u2013 reply by [date]<\/p>\n\n\n\n

    Hi [name],<\/p>\n\n\n\n

    At [company], we need [product or service] with these specifications: [quantity, specifications and delivery date].<\/p>\n\n\n\n

    Could you send us your quote by [date]? Please include the unit price, delivery time, payment terms and how long the offer is valid.<\/p>\n\n\n\n

    If you need more information, feel free to email me or call me at [phone].<\/p>\n\n\n\n

    Thank you,<\/p>\n\n\n\n

    [Name, job title and company]<\/p>\n<\/blockquote>\n\n

    Use a clear subject line<\/a>, send it from your corporate email<\/a> and schedule a follow-up email<\/a> if they don’t reply in time. If you’re the one responding to an RFP, this guide to writing a business proposal by email<\/a> will help.<\/p>\n\n

    Using an RFP to choose an email marketing platform<\/h2>\n\n

    If you’re switching email providers<\/a>, an RFP keeps you from deciding based only on the headline price. These are the questions worth including:<\/p>\n\n

    Aspect<\/th>What to ask the provider<\/th><\/tr><\/thead>
    Volume and price<\/td>How much does it cost to send my monthly emails to my contacts? What happens if I grow?<\/td><\/tr>
    Deliverability<\/a><\/td>What is your inbox placement rate? Do you offer a dedicated IP<\/a>?<\/td><\/tr>
    Integrations<\/td>Do you have an API<\/a> and SMTP to connect my CRM or my store?<\/td><\/tr>
    Data protection<\/td>Where is the data stored? Do you comply with the GDPR?<\/td><\/tr>
    Support<\/td>Through which channels, in which language and during what hours?<\/td><\/tr>
    Migration<\/a><\/td>Will you help me import my lists and templates?<\/td><\/tr><\/tbody><\/table><\/figure>\n\n
    \"What<\/figure>\n\n

    Also ask for a demo or a trial account. Seeing the tool in action with your own data is worth more than any written answer.<\/p>\n\n

    How Mailrelay helps you<\/h2>\n\n

    If you’re preparing an RFP to choose an email platform, Mailrelay makes it easy: you can try it for free before you decide, with no commitment.<\/p>\n\n

    The free account includes up to 80,000 emails a month and 20,000 contacts. You get SMTP and API, a dedicated IP with annual billing, and human support via chat, ticket and phone on every plan.<\/p>\n\n

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    Send your campaigns with Mailrelay<\/strong><\/p>\n\n\n\n

    Up to 80,000 emails a month and 20,000 contacts for free, with human support on every plan.<\/p>\n\n\n\n

    \n
    Try Mailrelay for free<\/a><\/div>\n<\/div>\n<\/div><\/div>\n\n

    Frequently Asked Questions<\/h2>\n\n

    These are the most common questions about RFPs and RFQs.<\/p>\n\n

    What is an RFQ in purchasing?<\/h3>\n\n

    It’s a request for quotation: the company asks several suppliers for a price for a product or service it has already defined.<\/p>\n\n

    What is an RFP in consulting?<\/h3>\n\n

    It’s the request a company sends to several consulting firms asking them to propose how they would handle a project, including their approach, team, timeline and price.<\/p>\n\n

    Which comes first, the RFP or the RFQ?<\/h3>\n\n

    It depends on the purchase. If the solution isn’t clear, the RFP comes first. If you already know what you want, an RFQ is enough.<\/p>\n\n

    How do you say RFQ in Spanish?<\/h3>\n\n

    Solicitud de cotizaci\u00f3n or solicitud de presupuesto. RFP translates as solicitud de propuesta.<\/p>\n\n

    Are an RFP and an RFQ the same as a tender?<\/h3>\n\n

    They’re similar. A tender is the usual term in the public sector, with rules set by law. RFPs and RFQs are more common in private companies.<\/p>\n\n

    Related terms<\/h2>\n\n