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RFP template for UK businesses

A ready-made request for proposal that gets suppliers answering the same questions in the same order.

A request for proposal (RFP) asks suppliers to explain how they would meet a need, not just what it would cost. Use it when the solution is not fully defined, for example a new logistics provider, an IT service or an outsourced function, and you want suppliers to propose the approach.

This RFP template gives you a structure that most suppliers will recognise: background, scope, requirements, commercial questions, timetable and how responses will be scored. Filling it in forces the internal agreement that a good tender depends on, before anything goes to market.

Free to download. Available as Word and PDF.

What's included

  • Cover letter and instructions to suppliers
  • Company background and reason for the tender
  • Scope of work and requirements table (must have, should have, nice to have)
  • Commercial response section and pricing schedule outline
  • Timetable with clarification, submission and decision dates
  • Evaluation criteria and weighting table
  • Confidentiality and response format rules

How to use this template

  1. Agree internally what problem you are solving and who will sign off the decision.
  2. Complete the background and scope sections in plain language, avoiding internal jargon.
  3. List requirements and mark each as must have, should have or nice to have.
  4. Set the evaluation weightings before you issue the document, and do not change them afterwards.
  5. Send the RFP to a shortlist of suppliers with a clear deadline for questions and responses.
  6. Score responses against the weightings, then invite the best two or three to present.

Frequently asked questions

An RFP asks suppliers to propose how they would meet a need, so it suits services and complex requirements. An RFQ asks for a price against a fixed specification, so it suits defined goods where the main difference between suppliers is cost.

For most private-sector purchases, three to six suppliers is enough to create competition without overwhelming the evaluation team. Send it only to suppliers you would genuinely be willing to appoint.

Allow enough time for a considered answer, usually two to four weeks for a services RFP, with a clarification window in the first week. Very short deadlines tend to reduce the quality and number of responses.

Public bodies must follow the Procurement Act 2023 and their own procedures, so this template is written for private businesses. Public buyers can use it as a starting point for structure, but should check it against their own rules.

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Last updated 22 October 2026