RFP Template & Examples: Free Request for Proposal Samples
Understanding the format of RFP documents is essential for crafting winning responses. This guide provides RFP examples, request for proposal templates, and shows you exactly what buyers are looking for—so you can respond with confidence.
In This Guide
1. What Is an RFP in Sales?
What is an RFP in sales? An RFP (Request for Proposal) is a formal document that organizations use to solicit bids from potential vendors. In B2B and government sales, RFPs are the gateway to major contracts—understanding them is essential for any sales team.
When a company or government agency needs products or services, they issue an RFP that outlines:
What They Need
- • Detailed scope of work
- • Technical requirements
- • Performance standards
- • Deliverable specifications
How They'll Decide
- • Evaluation criteria
- • Scoring methodology
- • Submission requirements
- • Selection timeline
Sales Tip
In enterprise sales, RFPs often represent 60-80% of available revenue. Mastering RFP examples and response strategies directly impacts your quota attainment. The best salespeople study winning proposals religiously.
2. Format of RFP Documents
The format of RFP documents varies by industry and buyer type, but most follow a standard structure. Understanding this RFP format sample helps you know where to find critical information and how to organize your response.
Standard RFP Format Structure
Cover Page
RFP number, title, issuing organization, release date, due date
Introduction & Background
Organization overview, project context, objectives
Scope of Work (SOW)
Detailed description of required products/services
Technical Requirements
Specifications, standards, certifications needed
Submission Instructions
Format requirements, page limits, delivery method
Evaluation Criteria
How proposals will be scored and weighted
Terms & Conditions
Contract terms, legal requirements, insurance
Pricing Schedule
Bid tables, cost breakdown structure
Attachments & Forms
Required certifications, representations, questionnaires
3. RFP Template: What Buyers Include
Below is a sample request for proposal template showing what a typical RFP template looks like. Study this structure to understand where to find key information when you receive an RFP.
REQUEST FOR PROPOSAL ===================================== RFP Number: [RFP-2025-001] Title: [Enterprise Software Implementation] Issuing Organization: [Company/Agency Name] Release Date: [MM/DD/YYYY] Proposals Due: [MM/DD/YYYY] at [TIME] [TIMEZONE] ===================================== 1. INTRODUCTION 1.1 Purpose of RFP 1.2 Organization Background 1.3 Project Overview 1.4 Contract Term 2. SCOPE OF WORK 2.1 Project Objectives 2.2 Deliverables 2.3 Timeline & Milestones 2.4 Performance Standards 3. TECHNICAL REQUIREMENTS 3.1 Functional Requirements 3.2 Technical Specifications 3.3 Integration Requirements 3.4 Security Requirements 3.5 Compliance Standards 4. VENDOR QUALIFICATIONS 4.1 Minimum Qualifications 4.2 Experience Requirements 4.3 Financial Stability 4.4 References Required 5. PROPOSAL SUBMISSION INSTRUCTIONS 5.1 Proposal Format 5.2 Page Limits 5.3 Required Sections 5.4 Submission Method 5.5 Questions & Amendments 6. EVALUATION CRITERIA 6.1 Technical Approach (40%) 6.2 Experience & Qualifications (25%) 6.3 Price (25%) 6.4 Schedule (10%) 7. TERMS AND CONDITIONS 7.1 Contract Type 7.2 Payment Terms 7.3 Insurance Requirements 7.4 Confidentiality ATTACHMENTS: - Attachment A: Pricing Schedule (Bid Table) - Attachment B: Vendor Questionnaire - Attachment C: Sample Contract - Attachment D: Technical Specifications
Pro Tip: First Steps When You Receive an RFP
- 1. Note the due date immediately
- 2. Read Section 6 (Evaluation Criteria) first—this tells you what matters most
- 3. Check Section 4 for minimum qualifications (don't waste time if you don't qualify)
- 4. Review Section 5 for format requirements (violations can disqualify you)
4. RFP Examples by Industry
RFP examples vary significantly by industry. Here are characteristics of request for proposal examples across different sectors:
Government RFP Sample
Most formal and structured. Follows FAR regulations with specific sections (L, M, C). Strict compliance requirements.
- • Section L: Instructions to Offerors
- • Section M: Evaluation Factors
- • Section C: Statement of Work
- • Mandatory certifications (SAM.gov)
IT/Software RFP Example
Heavy focus on technical requirements, integrations, security, and SLAs.
- • Detailed functional requirements
- • Security questionnaires (SOC 2, etc.)
- • Integration specifications
- • Demo/POC requirements
Professional Services RFP
Emphasizes team qualifications, methodology, and past performance.
- • Key personnel requirements
- • Methodology descriptions
- • Case studies requested
- • Hourly rate schedules
Construction RFP Sample
Focuses on bonding, licensing, safety records, and detailed cost breakdowns.
- • Bid bonds required
- • Detailed BOQ (Bill of Quantities)
- • Safety certifications
- • Subcontractor disclosures
5. Government RFP Sample: Federal Structure
Federal government RFPs follow the Uniform Contract Format (UCF). Here's what a government RFP sample structure looks like:
Federal RFP Uniform Contract Format
Part I - The Schedule
Parts II-IV
⭐ Key Sections: Section L tells you HOW to respond. Section M tells you HOW you'll be scored. Read these first!
Where to Find Government RFP Examples
- SAM.gov - All federal contract opportunities
- GSA eBuy - GSA Schedule opportunities
- GovWin - Aggregated federal/state/local opportunities
- Agency websites - DoD, VA, HHS, etc. procurement pages
- State procurement portals - Each state has its own system
6. How Do I Fill Out a Bid Table RFP?
One of the most common questions: how do I fill out a bid table RFP? The pricing schedule or bid table is where you enter your costs. Here's how to complete it correctly:
Sample RFP Bid Table
| CLIN | Description | Qty | Unit | Unit Price | Extended Price |
|---|---|---|---|---|---|
| 0001 | Project Management Services | 12 | Months | $_______ | $_______ |
| 0002 | Software Development - Base Year | 2,080 | Hours | $_______ | $_______ |
| 0003 | Training (On-site) | 5 | Sessions | $_______ | $_______ |
| 0004 | Travel (NTE) | 1 | Lot | $_______ | $_______ |
| TOTAL BASE YEAR | $_______ | ||||
Bid Table Best Practices
Never modify the table structure
Use the exact format provided. Adding or removing columns can disqualify your bid.
Double-check math
Extended Price = Unit Price × Quantity. Arithmetic errors are embarrassing and costly.
Include all costs
Don't forget indirect costs, G&A, profit/fee. Underbidding hurts you long-term.
Follow pricing instructions
If they say "fully-burdened rates," include all overhead. If "labor only," exclude materials.
Sign where required
Many bid tables require authorized signatures. Missing signatures = non-responsive.
7. Key RFP Sections Explained
When reviewing any RFP sample or request for proposal sample, focus on these critical sections:
Scope of Work (SOW/PWS)
Defines WHAT you must deliver. Every "shall" statement is a requirement you must address.
"The Contractor shall provide 24/7 help desk support for up to 5,000 users..."
Evaluation Criteria
Tells you HOW your proposal will be scored. Weight your response to match these priorities.
"Technical Approach (40%), Past Performance (30%), Price (30%)"
Submission Instructions
Specifies HOW to format and submit. Non-compliance here gets you rejected before evaluation.
"Technical volume shall not exceed 50 pages, 12pt Times New Roman, 1-inch margins..."
Terms & Conditions
Legal requirements you're agreeing to. Review for deal-breakers before investing in the response.
"Unlimited liability," "IP ownership transfers to buyer," "Performance bond required"
8. Frequently Asked Questions
What is an RFP in sales?
What is the format of an RFP?
How do I fill out a bid table in an RFP?
Where can I find RFP examples?
What's the difference between an RFP, RFQ, and RFI?
How long does it take to respond to an RFP?
Turn Any RFP Into a Winning Response
Upload your RFP and RFP Extract automatically identifies every requirement, builds your compliance matrix, and drafts responses. Spend time winning, not formatting.