RFQ vs RFP: Key Differences, Examples and What to Submit

By QuotApp Team · Published October 16, 2026 · Updated October 16, 2026

The difference between an RFQ and an RFP: a request for quotation (RFQ) asks suppliers for a price on a scope the buyer has already defined, and is usually won on lowest price, while a request for proposal (RFP) asks suppliers how they would solve a problem, and is scored on best overall value. Use the wrong response style for either and a good supplier can lose to a weaker one.

Below you will find a comparison table, where the RFI and the RFT or ITB fit in, a side-by-side office cleaning example, how evaluation differs, and a response checklist for each document.

RFQ vs RFP vs RFI vs RFT/ITB at a glance

	RFI	RFQ	RFP	RFT / ITB
Full name	Request for Information	Request for Quotation	Request for Proposal	Request for Tender / Invitation to Bid
Buyer’s question	“Who can do this, and how?”	“What is your price for exactly this?”	“How would you solve this, and at what price?”	“Submit a formal, sealed price for this exact spec.”
Scope defined?	No, exploratory	Yes, fully	Partly; outcome defined, method open	Yes, fully, often with detailed specs
Main deciding factor	None; no award	Price (among qualified suppliers)	Best value: approach, experience, price	Lowest responsive, responsible bid
Typical length of response	A few pages	Pricing table plus short attachments	Many pages: narrative, plan, pricing	Mandatory forms, bonds in some cases
Negotiation	N/A	Limited	Common, often with shortlisted bidders	Usually none after opening
Common in	Market research	Commodities, repeat services, small purchases	Complex services, technology, consulting	Public construction and large public purchases

RFI is a research step. Nothing is bought; the buyer is learning the market and building a shortlist. Answer briefly and factually, and treat it as a chance to get invited to the RFQ or RFP that follows.

RFT (common outside the US) and ITB (common in US public procurement) are the most formal price contests. Bids are often sealed and opened at a set time, sometimes publicly, and late or incomplete bids are typically rejected. Construction and public works frequently use this route.

When buyers use each

Buyers choose an RFQ when they can write a precise specification: 500 boxes of a specific part, weekly lawn mowing for 3 acres, quarterly HVAC maintenance on 12 named units. If any qualified supplier would deliver essentially the same result, price is the logical way to decide. For the full structure of an RFQ and a copyable template, see what is an RFQ.

Buyers choose an RFP when the outcome matters more than a fixed method, or when they do not know the best approach: redesigning a facility’s maintenance program, implementing software, or managing a multi-site service contract where staffing, quality control and communication vary widely between suppliers.

Many organizations move through stages: RFI to find suppliers, then an RFP or RFQ to award the work.

Example: one office cleaning contract, two ways

Imagine a property manager needs nightly janitorial service for a 40,000 sq ft office building.

As an RFQ, the buyer writes the exact specification: vacuum all carpeted areas nightly, empty trash and recycling, clean and restock 8 restrooms nightly, mop hard floors twice a week, strip and wax lobby floor quarterly. Suppliers return a monthly price and unit prices for extras (for example, per-hour rate for event cleanups). The lowest-priced qualified supplier who meets insurance and staffing requirements wins.

As an RFP, the buyer describes the goal: “Keep the building clean to a Class A standard, reduce tenant complaints and use greener products.” Suppliers propose their own task frequencies, staffing plan, supervision, quality inspections, product choices, reporting and price. A committee scores each proposal.

The supplier’s response looks completely different. The RFQ answer is mostly a filled-in pricing table, like those in our janitorial quote template. The RFP answer is a structured document closer to a cleaning proposal template: approach, team, quality plan, references and pricing.

How evaluation differs: lowest price vs best value

RFQ evaluation is usually a two-step check. First, is the bid responsive (complete, on time, in the requested format) and is the supplier qualified (licensed, insured, capable)? Second, among those that pass, who has the lowest price? Some buyers add lead time or delivery terms, but price dominates.

RFP evaluation uses weighted criteria. Here is an illustrative scoring model and outcome for the cleaning example. The weights and numbers are examples, not a standard.

Criterion	Weight	Bidder A	Bidder B
Approach and quality control plan	30	18	27
Relevant experience and references	25	15	22
Staffing and supervision	15	12	13
Price	30	30.00	26.25
Total	100	75.00	88.25

In this example, Bidder A bid $4,200 per month and Bidder B bid $4,800 per month. Price points were calculated as lowest price divided by the bidder’s price, times 30: A gets 30 and B gets 4,200 / 4,800 x 30 = 26.25. Bidder B wins despite costing $600 more per month, because its plan scored much higher. Under an RFQ, Bidder A would have won.

The lesson for suppliers: in an RFQ, sharpen your price. In an RFP, sharpen your proposal, and price competitively but not desperately.

What suppliers should submit for each

RFQ response checklist

Every line in the buyer’s pricing table completed, in their units
Unit prices and extended prices that multiply correctly
Price validity period matching what the RFQ requests
Lead time or earliest start date
Exceptions and assumptions in a separate, labeled section
Alternates (if allowed) priced separately from the base bid
Required documents: certificate of insurance, W-9, licenses, signed forms
Submitted before the deadline, with confirmation of receipt

Your supporting quotation can come from the QuotApp quote maker, but the buyer’s own pricing form is what gets compared. Know your floor price before you bid; a labor cost calculator helps you find it.

RFP response checklist

Starting from a proposal template keeps the structure consistent. The difference between a plain quote and a full proposal is covered in quote vs proposal.

RFI response checklist

Company overview and relevant capabilities
Direct answers to each question, no sales filler
Indicative pricing ranges if requested, clearly labeled as non-binding
Contact person for follow-up

RFT / ITB response checklist

All mandatory forms completed and signed exactly as instructed
Bid security or bond, if required
Pricing on the official bid form only
Acknowledgment of every addendum issued
Sealed and delivered to the stated location before the opening time

Mistakes that cost suppliers the award

Writing an essay for an RFQ. Extra narrative will not beat a lower price and may hide a missing line item.
Sending a price sheet for an RFP. Without an approach and evidence, you cannot score on the non-price criteria, which often carry most of the weight.
Ignoring addenda. Buyers often change quantities or deadlines mid-process; missing an addendum can make a bid non-responsive.
Treating indicative RFI pricing casually. It is non-binding, but it anchors expectations; numbers far below your real price will cause problems later.

FAQ

Is an RFQ or an RFP more formal?

Either can be formal. RFPs are usually longer and more complex, while RFTs and ITBs tend to have the strictest submission rules.

Can a buyer negotiate after an RFQ?

It depends on the buyer and their rules. Private buyers often negotiate with the lowest bidders; public agencies typically follow fixed procedures that limit negotiation.

Does an RFP response include a price?

Almost always. Price is usually one weighted criterion among several, so it matters but rarely decides the award alone.

What is the supplier’s answer to an RFQ called?

It is called a quotation or bid. See what is a quotation for what it should contain.