RFQ vs RFP: Which Sourcing Document Should You Use?
RFQ and RFP are both requests to suppliers, but they answer different questions. Learn when to use each and how to run them well.
RFQ vs RFP: Which Sourcing Document Should You Use?
Quick answer: Use an RFQ (Request for Quotation) when you know exactly what you need and are comparing on price and terms. Use an RFP (Request for Proposal) when the solution is open-ended and you are comparing approaches, capability, and value — not just price.
Both an RFQ and an RFP invite suppliers to respond, but they suit different situations.
Request for Quotation (RFQ)
An RFQ is used when the specification is clear and fixed. You are asking: "What is your price and lead time for exactly this?" Responses are easy to compare side by side.
Best for: standardised goods, repeat buys, well-defined items.
Request for Proposal (RFP)
An RFP is used when you know the problem but not the solution. You are asking suppliers to propose an approach. Evaluation weighs capability, methodology, and total value alongside price.
Best for: services, complex projects, or where quality varies widely.
Quick comparison
- RFQ → known spec, price-led, fast.
- RFP → open solution, value-led, scored on multiple criteria.
Whichever you run, define your evaluation criteria before responses arrive, and feed the winner into a clean purchase order.
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Frequently asked questions
- What is the difference between an RFQ and an RFP?
- An RFQ requests a price for a clearly defined item and is compared mainly on cost and terms. An RFP requests a proposed solution to a problem and is scored on capability, approach, and value as well as price.
- When should I use an RFQ instead of an RFP?
- Use an RFQ when the specification is fixed and you simply need competitive pricing. Use an RFP when the best solution is uncertain and you want suppliers to propose how they would meet your need.
- What about an RFI?
- A Request for Information (RFI) is an earlier, exploratory step used to gather market and supplier information before deciding whether to run an RFQ or RFP.