Know the Ask: How to Approach RFIs, RFPs, and RFQs with Confidence
You’re scrolling through a list of government contracting opportunities and three acronyms jump out at you—RFI, RFP, RFQ. They all sound important. But here’s the thing: responding to each one requires a completely different mindset.
In the world of government procurement, success isn’t just about having the right product or service—it’s about recognizing what the agency really wants when they issue these requests. Are they shopping around? Ready to buy? Or just gathering ideas? While they may seem interchangeable at first glance, each signals a different stage in the buying process—and knowing how to respond can position your business ahead of the competition.
Let’s break each one down.
RFI (Request for Information): The Conversation Starter
Think of an RFI as the government's way of saying, "We’re exploring our options."
An RFI is the agency’s way of gathering intel. Maybe they’re exploring new technologies, assessing industry capabilities, or figuring out how to frame a future contract. There’s no contract on the table yet—but there could be, and your response might help shape it.
Why Respond?
Responding to an RFI is about educating. Show thought leadership, highlight innovative solutions, and position yourself as a go-to resource when the formal solicitation drops.
Even though there's no contract at the end of an RFI, responding gives you a chance to:
Influence the conversation
Help shape future solicitations
Showcase your expertise and solutions
Pro Tip:
Keep your response focused, informative, and solution-oriented. This is your opportunity to educate the agency.
RFP (Request for Proposal): The Main Event
When an RFP hits, the agency knows what it needs—but they’re open to hearing how you would deliver it. This isn’t just about price—it’s about value, approach, experience, and proving that you understand their challenges better than anyone else.
RFPs are detailed and often complex, especially in federal contracting. They evaluate vendors based on both technical approach and price, along with factors like past performance and management capabilities. Expect strict instructions, evaluation criteria, and plenty of boxes to check. But here’s where strategy shines: it’s not enough to comply—you need to compel.
Why Respond?
If your company offers services or solutions that require customization, strategy, or specialized expertise, RFPs are the way to go.
Pro Tip:
Tailor every section of your proposal to address the agency’s pain points. Highlight your differentiators, back them up with past project experience, and make it easy for evaluators to see why you’re the safest—and smartest—choice.
RFQ (Request for Quotation): The Price Play
An RFQ is as straightforward as government contracting gets. The agency knows exactly what it wants—whether it’s laptops, office furniture, or routine services—and now they’re looking for the best price.
Here, creativity takes a back seat. The focus is on cost, delivery, and meeting specs. But don’t let the simplicity fool you—details matter.
Why Respond?
If you offer products or standardized services, RFQs can be a quick way to win government work without the heavy lift of a full proposal.
Pro Tip:
Ensure your pricing is competitive, but don’t forget to meet all submission requirements—missing a detail could disqualify you.
Quick Cheat Sheet: RFI vs RFP vs RFQ
How to Approach Each Opportunity
RFI: Treat it as strategic marketing—showcase your knowledge and stay top of mind.
RFP: Bring your A-game. This is where detailed proposals, compliance, and a strong value proposition matter.
RFQ: Stay sharp, offer competitive pricing, and ensure fast, accurate responses.