RFI vs RFQ vs RFP: Key Differences, Examples & Templates

November 3, 2025

Evie Secilmis

Choosing the right procurement document can mean the difference between clarity and chaos.
Whether you're selling enterprise software, evaluating vendors, or building a repeatable presales workflow, understanding RFI vs RFQ vs RFP is essential.

In this guide, we break down:

What each document means
When to use them
Real examples
Downloadable templates
How automation accelerates every stage

Let’s make this simple — and strategic.

✅ Quick Definitions

What is an RFI?

An RFI (Request for Information) helps buyers collect high-level information about vendors, products, and capabilities before defining project scope.

Use when you're still learning and narrowing options.

→ What is an RFI?

What is an RFQ?

An RFQ (Request for Quote) is used when requirements are known and you need price proposals for a clearly-defined solution.

→ What is an RFQ?

What is an RFP?

An RFP (Request for Proposal) is used to evaluate detailed vendor solutions, technical fit, timelines, and pricing for complex purchases.

→ What is an RFP?

📊 RFI vs RFQ vs RFP — At a Glance

RFI vs RFQ vs RFP — Comparison RFI Guide ↗ RFP Guide ↗ RFQ Guide ↗

Document	When Used	Primary Purpose	Buyer Focus	Vendor Strategy	Typical Deliverables
RFI	Early discovery — requirements unclear; multiple solution paths.	Understand market capabilities & shortlist qualified vendors.	Clarify needs; gather compliance & integration signals.	Educate, differentiate clearly, keep responses crisp & consistent.	Company overview, capabilities matrix, integrations, high-level security posture.
RFP	Mid-evaluation — problem is defined; approach not finalized.	Compare solution design, implementation plan, risk, and value.	Scoring & evaluation; stakeholder alignment; references.	Show depth, roadmap, and delivery confidence; tailor by use case.	Technical approach, timeline, team, success plan, pricing model.
RFQ	Late stage — scope, specs, and quantities are known.	Obtain firm pricing, SLAs, and commercial terms.	Normalize quotes; confirm delivery dates & contract terms.	Offer clear, comparable pricing and onboarding model.	Itemized quote, discounts, SLAs, payment & renewal terms.

🔎 When to Use Each (Simple Rule)

When to Use Each — RFI vs RFP vs RFQ RFI Guide ↗ RFP Guide ↗ RFQ Guide ↗

If you need to…	Use	Why	Great for	Helpful Iris features
Understand what’s possible and define requirements	RFI (Request for Information)	Early discovery to learn capabilities, integrations, and compliance before scoping.	New categories, complex environments, early stakeholder alignment.	Knowledge Map, AI Drafting, Assignments
Compare detailed solution approaches and delivery plans	RFP (Request for Proposal)	Formal evaluation of methodology, implementation, security, and value.	Enterprise selections, cross-functional buying committees, regulated industries.	AI Drafting, Security Questionnaires, Integrations
Get final, comparable pricing and commercial terms	RFQ (Request for Quote)	Scope is known; you’re normalizing price, SLA, and delivery commitments.	Standardized products/services, volume purchases, renewal negotiations.	Knowledge Map, Assignments

🧠 Real-World Scenarios

You know the problem, not the solution - RFI

‍You know the solution and need execution - RFP

‍You know exactly what to buy - RFQ

Examples:

Shopping for AI proposal tools? → RFI
Comparing enterprise vendors? → RFP
Buying 1,000 laptops? → RFQ

🧩 Example Questions

✅ RFI Questions

What capabilities do you offer?
Which industries do you serve?
Do you integrate with Salesforce?
What compliance frameworks do you support?

See Procurement Automation for context.

✅ RFP Questions

Show a detailed implementation plan.
How do you support enterprise security workflows?
Provide references in SaaS & healthcare.

See How to Write a Winning RFP Response

✅ RFQ Questions

What is your price per user per month?
What is included in your onboarding fee?
Provide pricing for 200 vs 500 seats.

🚀 How Iris Streamlines RFIs, RFPs & RFQs

Responding manually to all three is painful — spreadsheets, Slack chases, version control, repeated content.

With Iris, teams:

Upload once → reuse everywhere
Auto-draft answers with AI
Pull from a structured Knowledge Map
Assign questions to SMEs with Assignments
Work from one platform instead of Docs, Slack & email
Integrate across systems via Integrations

See how teams reduce response effort 50–70% in Case Studies.

Also explore:

FAQ

What's the difference between RFI vs RFQ vs RFP?
RFIs explore vendors, RFPs evaluate solutions, RFQs confirm pricing.

When should I use an RFI?
When scoping requirements and identifying potential vendors.

Is an RFP the same as an RFQ?
No. RFPs evaluate solutions; RFQs finalize pricing.

Can AI help with RFIs and RFPs?
Yes — platforms like Iris automate drafting, routing, reviewing, and exporting responses.

Want to respond to RFIs, RFPs, and security questionnaires in minutes — not days?

Book a Demo

Share this post

Link copied!