Guide
How to respond to a request for information (RFI)
Why answering a government RFI or sources sought notice is one of the cheapest ways for a small IT firm to shape a future tender, and how to write a response buyers remember.
A request for information is not a tender. Nobody wins a contract from it. That is exactly why many firms ignore them, and why the firms that respond have an edge.
What an RFI is for
Before buying, a public body often wants to know:
- What solutions exist and roughly what they cost.
- Whether the market can deliver in the time they have.
- How to split the work into lots that suppliers can bid for.
- What requirements would be realistic or would cut out good suppliers.
In the US these are often called sources sought notices. In the UK and EU they are a form of early market engagement.
Why small firms should answer
- You influence the tender. If you explain that a requirement for ten years of trading or a huge insurance level would exclude capable small firms, buyers sometimes change it.
- You get on the buyer's radar. The people reading RFI responses are often the people who will later evaluate bids.
- In the US, it can decide a set-aside. Federal contracting officers use sources sought responses to judge whether enough small businesses can do the work to reserve it for them. See US small business set-asides.
- It's cheap. A good response takes a few hours.
What to include
Keep it short, often two to five pages unless the buyer asks for more.
- A one-paragraph summary of who you are and why you are relevant.
- Direct answers to their questions, numbered the way they numbered them.
- Two or three short examples of similar work, with the buyer type and the result.
- Practical suggestions: a sensible way to split the work, realistic timelines, or a delivery approach that lowers their risk.
- Any concerns about requirements that could limit competition, put politely.
- Contact details and an offer to meet.
What not to do
- Don't send a sales brochure. Answer the questions.
- Don't give firm prices unless they ask. A rough range is fine.
- Don't share anything you would not want a competitor to see. Responses can sometimes be released under freedom of information laws.
Follow up
If the RFI mentions a supplier day or one-to-one sessions, sign up. Then set an alert for the tender itself. Our guide to setting up tender alerts can help.
Common questions
Do I have to respond to an RFI to bid on the tender later?
Usually not. Responding is optional and does not affect your right to bid, unless the notice clearly says it is a prequalification step.
Will the buyer use my ideas in the tender?
They might, which is often the point. Don't share trade secrets, but helpful ideas that shape the tender in your favour are worth sharing.
How is an RFI different from an RFP or RFQ?
An RFI asks for information, an RFP asks for full proposals, and an RFQ asks for prices. See RFP vs RFQ vs RFI.