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	Early discovery before scoping.	New categories, complex needs.	Knowledge Map, AI Drafting, Assignments
Compare detailed solution approaches	RFP	Formal evaluation and decision-making.	Enterprise buying cycles.	AI Drafting, Security Questionnaires, Integrations
Get final pricing and terms	RFQ	Scope known; compare pricing & SLAs.	Standard products & renewals.	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

Why the RFI, RFQ, and RFP Framework Still Matters

Even in the age of automation, understanding the purpose of each procurement document keeps communication clear between buyers and sellers. Each serves a different stage of the purchasing process—information gathering, proposal evaluation, and pricing confirmation. When used properly, this framework ensures vendors are evaluated fairly and projects stay aligned with defined business outcomes. Skipping or combining these steps often leads to confusion, duplicated work, and missed opportunities for alignment between procurement and presales teams.

How AI Enhances Procurement Workflows

Artificial intelligence brings consistency and structure to previously manual processes. Instead of teams digging through old responses, AI identifies the best answers from past RFIs, RFPs, and RFQs and suggests context-aware updates for new requests. This not only speeds up turnaround time but also improves response quality and brand consistency. With AI-enabled tools like Iris, organizations can turn complex, multi-step procurement cycles into unified, trackable workflows that integrate with existing CRMs and collaboration platforms.

Creating a Repeatable, Scalable Process

The key to efficiency isn’t just answering faster—it’s answering smarter. Establishing a centralized knowledge base for all procurement response types allows teams to reuse approved content, enforce compliance, and maintain consistent messaging across every submission. As teams grow, this repeatable process reduces onboarding time, enables data-driven performance tracking, and frees experts to focus on strategy and relationship building. In competitive markets, scalable response workflows aren’t just operational upgrades—they’re a measurable advantage in closing more deals.