An RFI (Request for Information) gathers market intelligence before you commit to a procurement approach. An RFP (Request for Proposal) invites suppliers to propose solutions to a defined need. They serve different stages of the procurement cycle and are not interchangeable. Understanding when to use each can mean the difference between a well-scoped procurement and an expensive mistake — particularly in UK public sector procurement where the Procurement Act 2023 now mandates structured market engagement for complex requirements.
RFI vs RFP vs RFQ: The Complete Comparison
| | RFI | RFP | RFQ | |---|---|---|---| | Full name | Request for Information | Request for Proposal | Request for Quotation | | Purpose | Market intelligence | Evaluate complete solutions | Get firm prices | | Stage | Early — pre-specification | Mid — requirements defined | Late — specs locked | | Binding? | No | Leads to contract | Leads to contract | | Response detail | High-level capabilities | Detailed proposal with methodology | Exact pricing and delivery | | Typical duration | 2–3 weeks | 4–8 weeks | 1–3 weeks | | UK public sector | Pre-market engagement | Competitive flexible procedure | Below-threshold quotation | | Evaluation | No scoring — information gathering | Scored against published criteria | Primarily price-based |
For a detailed comparison of RFP and tender terminology, see our guide on RFP vs tender differences.
What Is an RFI and When to Use It
An RFI is a non-binding document sent to potential suppliers to understand what the market can offer before you define your requirements. According to CIPS, market engagement is one of the most underused tools in procurement — teams that skip this step often write specifications that are either too narrow (excluding capable suppliers) or too broad (making evaluation impossible).
Use an RFI when:
- You don't fully understand what solutions exist in the market
- You need to estimate budgets before securing funding
- The requirement is complex or novel and you want supplier input on approach
- You want to identify potential suppliers before running a formal competition
- UK public sector: the Procurement Act 2023 encourages preliminary market engagement as a formal step
What an RFI typically asks:
- What solutions do you offer in this area?
- What is the typical cost range?
- What implementation timelines are realistic?
- What are the key risks and dependencies?
- Can you provide case studies of similar work?
An RFI does not commit you to purchasing anything. It is explicitly non-binding. Suppliers respond knowing this — their goal is to shape the eventual RFP in their favour.
What Is an RFP and When to Use It
An RFP is a formal procurement document that invites suppliers to submit detailed proposals for a defined requirement. Unlike an RFI, an RFP leads to a contract award. The average UK RFP win rate is 46%, with top-performing teams achieving 60% or higher (Loopio 2025 RFP Trends Report). The average response takes 25 hours to complete (Bidara, 2025).
Use an RFP when:
- Your requirements are defined (informed by RFI if needed)
- You want suppliers to propose their approach, not just quote a price
- Quality, methodology, and team matter alongside price
- The contract is complex enough to warrant detailed proposals
- You need a structured evaluation with scored criteria
For practical advice on crafting winning RFP responses, see our guide on how to write a tender response.
The Typical Sequence: RFI → RFP → Contract
Best practice follows a structured sequence:
- RFI (2–3 weeks) — Gather market intelligence. Understand what's possible, what it costs, and who can deliver it. No commitment.
- Specification development — Use RFI responses to write informed requirements. This is where most procurement value is created.
- RFP (4–8 weeks) — Invite proposals against your now well-informed specification. Evaluate on quality, approach, team, and price.
- Clarification and negotiation — Discuss proposals with shortlisted suppliers. The Competitive Flexible Procedure under the Procurement Act 2023 explicitly allows this.
- Contract award — Select the winning proposal and enter into contract.
Not every procurement needs all stages. Simple, well-understood requirements can skip straight to RFP or even RFQ. But for complex, high-value, or novel requirements, the RFI stage pays for itself many times over.
Common Mistakes Teams Make
Skipping the RFI
The most expensive mistake in procurement is writing an RFP without understanding the market. This leads to specifications that don't match reality, unrealistic budgets, and poor supplier responses.
Treating an RFI like an RFP
Asking for detailed pricing, implementation plans, or binding commitments in an RFI discourages suppliers from responding honestly. Keep RFIs high-level and exploratory.
Using an RFQ when you need an RFP
If you evaluate only on price when quality matters, you'll get the cheapest solution, not the best. An RFQ is for commodities; an RFP is for complex services.
Not feeding RFI findings into the RFP
If you run an RFI but don't use the intelligence to improve your specification, you've wasted everyone's time.
UK Public Sector: How RFI and RFP Map to the Procurement Act 2023
In the UK, procurement is shaped by the Procurement Act 2023, which came into full effect on 24 February 2025. All public contracts above £135,018 (central government) or £207,720 (sub-central) must now be published on Find a Tender. The Act has driven a significant shift toward open tendering, which rose from 27% to 41% of all procedures between March 2025 and February 2026 (Open Contracting Partnership).
The Act formally recognises preliminary market engagement (the RFI equivalent) as a legitimate and encouraged step. It also introduced the Competitive Flexible Procedure, which gives public buyers the most RFP-like flexibility the UK public sector has ever had — including the ability to negotiate, shortlist, and iterate with suppliers.
For SMEs, 72% of all UK public tender lots are now designated as suitable for small and medium enterprises. Using free RFP software to monitor Find a Tender and respond efficiently is no longer optional for competitive bid teams.
Frequently Asked Questions
What is the difference between an RFI and an RFP? An RFI gathers market intelligence without commitment. An RFP invites formal proposals that lead to a contract. RFIs come first; RFPs come after you understand the market.
Can you issue an RFP without doing an RFI first? Yes, if your requirements are well understood and you know the market. But for complex or novel procurements, skipping the RFI often leads to poorly scoped specifications.
What is an RFQ and how does it differ from RFI and RFP? An RFQ (Request for Quotation) is price-focused and used when specifications are fully defined. It sits at the end of the sequence: RFI (explore) → RFP (evaluate) → RFQ (price). See Ivalua's guide for the industry-standard definitions.
Do UK public sector bodies use RFIs? Yes. The Procurement Act 2023 encourages preliminary market engagement. Public bodies publish Prior Information Notices (PINs) on Find a Tender as a form of RFI to signal upcoming opportunities and gather market feedback.
How long should an RFI response window be? Typically 2–3 weeks. Shorter windows discourage participation; longer windows delay the procurement. Keep questions focused and high-level.
Related Pages
For a full breakdown of RFP and tender terminology, see our guide on RFP vs tender. If you're ready to start responding to RFPs, our how to write a tender response guide covers the complete process. Explore free RFP software to manage your responses, or learn about bid content management for reusable response libraries.