Unparalleled SourceStart a Procurement Review

Procurement field guide

Use the request format that matches the decision stage.

An RFI explores what the market can explain, an RFQ requests pricing for a defined need, and an RFP asks suppliers to propose an approach. The labels matter less than making the requested response and evaluation method unmistakable.

Reviewed August 9, 2026

Practical guidance · Buyer decision support

Explore

Use an RFI when the market must inform the requirement.

A request for information can help a buyer understand available approaches, terminology, capability patterns, delivery models, or constraints before fixing the final scope. It should not quietly become an award decision.

  • State that the request is exploratory.
  • Ask focused questions tied to uncertainty.
  • Record what changes in the requirement.

Price

Use an RFQ when the need is defined enough to price.

A request for quotation works best when suppliers can price substantially the same quantities, specifications, service levels, timing, and commercial assumptions. Unresolved scope should be exposed before totals are compared.

  • Define the pricing basis.
  • Require assumptions and exclusions.
  • Normalize responses before judging cost.

Approach

Use an RFP when solution design and tradeoffs matter.

A request for proposal gives suppliers room to explain how they would meet an outcome. The buyer should still define mandatory requirements, response structure, evaluation factors, deadlines, and the process for clarification.

  • Separate mandatory and evaluated elements.
  • Use a consistent response structure.
  • Document the evaluation record.

Evidence trail

Official sources

Use the current source and the requirements that apply to the specific purchase or opportunity.

Bring the record into view

Continue the decision

Use this guide to organize the next step, then bring the requirement, supplier field, quotes, or unresolved risk to the procurement desk.

Start a procurement review