What Is Request for Information (RFI)?
A preliminary information-gathering document prospects send to multiple vendors to understand capabilities and narrow the field before a formal RFP.
An RFI is the first filter in formal procurement. The prospect is early in their evaluation, usually trying to understand which vendors to shortlist for deeper evaluation. RFIs ask broader questions than RFPs: company background, high-level capabilities, customer references, and general pricing ranges.
RFIs are lower effort than RFPs but should not be dismissed. They determine who makes the shortlist. A strong RFI response that clearly communicates your differentiation gets you to the next round. A generic, template-heavy response gets you eliminated.
Why It Matters for SEs
SEs typically spend less time on RFIs than RFPs, but the technical sections still need your input. The key is calibrating your effort. RFI responses should be thorough enough to demonstrate competence but concise enough that you are not writing a full proposal for a preliminary step.
RFIs are also a signal. If a prospect sends you an RFI, they are early enough in the process that you can still influence the RFP requirements. Smart SEs use the RFI as an opening to request a discovery call where they can learn what the prospect cares about and shape the evaluation criteria.
How SEs Use This
Respond promptly. RFIs often have tight turnarounds, and late submissions are automatic disqualifications. Use your RFP response library for the technical sections. Customize the executive summary and differentiators for this specific prospect's industry and stated needs.
Include a clear call to action in your response. Suggest a technical briefing or discovery call as a next step. RFIs are impersonal by design. Getting a conversation started before the RFP drops gives you an advantage over vendors who only communicate through documents.
Frequently Asked Questions
What is the difference between an RFI and an RFP?
An RFI is a preliminary, less formal document used to narrow the vendor field. An RFP is a formal procurement step requesting specific solutions and pricing. RFIs come first and determine who gets invited to the RFP stage.
How much time should an SE spend on an RFI?
Typically 4 to 8 hours. Use existing response library content for technical sections. Focus custom effort on the executive summary and any sections that differentiate your product for this prospect's specific needs.
Should you always respond to an RFI?
Yes, if you are a reasonable fit. RFIs are lower effort than RFPs and determine shortlist inclusion. Not responding guarantees you will not be invited to the RFP. Respond and use the opportunity to request a discovery conversation.