Request for Information: How to Write an Effective RFI

request for information

An effective request for information (RFI) is essential to performing any construction job. These proposals lay the groundwork from a potential supplier, and ensure all parties are on the same page about the offered services.

But, as we all know, RFIs are often time-consuming on both ends. They have to extensively focus on the details pertaining to the prospective assignment. Yet somehow, many questions submitted through an RFI are often redundant or irrelevant.

A poorly written RFI can impact your potential for landing a deal. Suppliers who do not feel they can fulfill the needs of a client outlined through an RFI will decline the offer, which is bad for business. Let’s talk about how to avoid this by writing effective proposals.

Be Specific

Before you begin writing, you should know exactly what you’re looking to have answered. You can do this by creating a predetermined list of questions you ask through each RFI. This will help weed through information from different suppliers and ensure that you ask the right questions.

Your RFI request cannot be vague or ambiguous. This will only lengthen the entire process, due to the fact you’ll have to go back and ask for clarity, wasting everyone’s time.

Photos or drawings can be great tools for establishing coherence within your proposal. Visual images can speed up your response, as they communicate the question or issue in a more discernible manner.

Provide Context

One of the most influential factors that go into RFI writing is providing a fair frame of reference. You need to cover all your bases. Answer the who’s, what’s, when’s, where’s, and why’s.

Be sure to include any supporting materials that provide insight into the problem. You don’t want to get in a game of tag with a supplier, with both parties bouncing back to one another for more information.

Think of all the questions you would need to be answered to fulfill a request. Where is the problem? Who does the problem impact? When do you need to fix the problem by?

Make Recommendations

If you know how you’d like to handle the problem, suggest it. Don’t make a supplier jump through hoops while trying to guess what you’re looking for.

As the building expert, you should have an idea of how to direct a design team. Giving them the material they need to succeed will cut back on time and resource for both parties.

Don’t provide multiple recommendations. Focus on one clear solution to the problem, so there isn’t as much back-and-forth in the decision process.

Writing a Request for Information

Writing an effective request for information takes time and skill. But, you can cut back on the amount of planning that goes into a project by being as clear as possible. You can find more information on contract writing right here.

If you’re looking for public procurement, you’ve come to the right place. TendersPage offers annual subscriptions to connect users with bid partners from across the world. Contact us today if you have any questions.

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