Free RFP Template for Software and IT
Read it here, then download the Word file. Free, no sign-up.
This is a free, vendor-neutral RFP template for buying software and IT services. It covers every section a request for proposal needs, from background and scope to requirements, vendor questions, scoring and pricing, and you can read the whole thing on this page before you download it.
The Word version is free with no sign-up. Replace the text in square brackets, cut what doesn't apply, and set your own priorities and scoring weights before you send it.
Download the Word template Free .docx, no sign-up
How to use this RFP template
- Fill in the background. Describe your organization, the problem you're solving and what success looks like. Vendors write better proposals when they understand why you're buying.
- Write your own functional requirements. The functional rows in section 5 are placeholders. Replace them with what the software must do for your teams, one testable statement per row, and mark each one Must-have or Nice-to-have.
- Agree on the scoring before anyone sees a proposal. Set the weights in section 8 with the whole buying team first, so the scoring can't drift toward a favorite later.
- Set the dates. Fill in the timeline in section 11. Give vendors enough time to answer properly, with a written question window early on.
- Delete the instructions and send. Delete these instructions, check that no square brackets are left, then send the RFP to your shortlist on the same day, with the same information for every vendor.
For more detail on each step, see how to write an RFP, the RFP process, step by step and RFP scoring and evaluation criteria.
The RFP template
Everything below is in the Word file. Text in square brackets is for you to replace.
Request for Proposal: [Name of the software or service]
[Company Name] · Issued [date] · Proposals due [date]
1. Introduction and background
[Company Name] is seeking proposals for [describe the software or service, for example: a cloud-based contract management system for our legal and procurement teams]. This RFP describes our needs, the questions we need answered and how proposals will be evaluated.
- [Who we are: industry, size, locations and number of users]
- [The problem we are solving, and why now]
- [Regulatory or contractual requirements that apply to this purchase]
2. Project objectives
- [Objective 1, ideally measurable, for example: replace three spreadsheets and email approvals with one system of record]
- [Objective 2]
- [Objective 3]
3. Scope of work
The selected vendor will be responsible for:
- Providing the software or service described in this RFP for [number] users
- Configuration, data migration and integration with the systems listed in section 4
- Training for administrators and end users
- Support and service management for the contract term
- [Anything out of scope, stated explicitly]
4. Current environment
- [Current system or process being replaced, and what is wrong with it]
- [Systems the new software must integrate with]
- [Identity provider and security tools in use]
- [Data to be migrated: types, volumes and current formats]
5. Requirements
For each requirement, give a response code (see section 10) and a short explanation. Must-have requirements are pass or fail; Nice-to-have requirements add points.
Functional
| ID | Requirement | Priority |
|---|---|---|
| F1 | [Core capability 1, written as something the software must do. Example: route each purchase request for approval based on amount and department.] | Must-have |
| F2 | [Core capability 2] | Must-have |
| F3 | [Core capability 3] | Must-have |
| F4 | Workflows, fields, forms and notifications that our administrators can configure without code or vendor services. State what needs vendor services to change. | Must-have |
| F5 | Role-based permissions, so each user sees and changes only what their role allows. | Must-have |
| F6 | Reports and dashboards that our users can build, save, schedule and export to Excel or CSV. | Must-have |
| F7 | Mobile access through a responsive web interface or a native app, with the same permissions as the desktop version. | Nice-to-have |
| F8 | [Capability that would add value but is not essential] | Nice-to-have |
Technical and architecture
| ID | Requirement | Priority |
|---|---|---|
| T1 | State the delivery model (SaaS, hosted by the vendor, or installed in our environment). For SaaS, name the hosting provider and the regions where our data and backups are stored. | Must-have |
| T2 | Supported browsers, operating systems and devices, and the version support policy for each. | Must-have |
| T3 | Documented performance and capacity for [number] users and [data volume], and how the product handles growth to [future size]. | Must-have |
| T4 | A release process with advance notice of changes, release notes, and a way to test updates before they reach our users. | Must-have |
| T5 | A separate non-production environment (sandbox) for testing and training, kept in step with production. | Nice-to-have |
| T6 | Export of all our data, at any time, in a documented, non-proprietary format such as CSV or JSON. | Must-have |
Integration
| ID | Requirement | Priority |
|---|---|---|
| I1 | Single sign-on through our identity provider [name] via SAML 2.0 or OIDC. State whether user provisioning via SCIM is supported. | Must-have |
| I2 | A documented REST API covering [the main records, such as customers, orders or tickets], with published rate limits. | Must-have |
| I3 | Integration with [list systems, such as ERP, CRM, HR or ticketing]. For each one, state whether it is a native connector, uses middleware, or needs custom work, and who builds and maintains it. | Must-have |
| I4 | Webhooks or event notifications when records are created or changed. | Nice-to-have |
| I5 | Migration of our data from [current system or spreadsheets]: the tools and formats used, who does the work, and how the results are checked. | Must-have |
Security and compliance
| ID | Requirement | Priority |
|---|---|---|
| S1 | A current SOC 2 Type II report or ISO/IEC 27001 certificate covering the proposed service, available under NDA. | Must-have |
| S2 | Encryption of our data in transit and at rest, with a description of how encryption keys are managed. | Must-have |
| S3 | Multi-factor authentication for every user, enforced through our single sign-on or natively. | Must-have |
| S4 | An audit log of user and administrator actions, retained for [period] and exportable to our security monitoring tools. | Must-have |
| S5 | A data processing agreement, a current list of sub-processors, and a commitment to notify us of security incidents affecting our data within a defined time. State the time. | Must-have |
| S6 | Completion of our security questionnaire [name or attachment], plus a description of your vulnerability management and independent penetration testing. | Must-have |
| S7 | [If applicable] Evidence for the requirements that apply to us, such as a HIPAA business associate agreement, PCI DSS attestation, FedRAMP authorization, or an accessibility conformance report against WCAG 2.2 Level AA. Make this Must-have if any of them apply. | Nice-to-have |
Implementation and support
| ID | Requirement | Priority |
|---|---|---|
| M1 | An implementation plan with phases, milestones, the roles on both sides and the effort you expect from our staff. | Must-have |
| M2 | Identification of who delivers the implementation (vendor, partner or both) and the named team's experience with projects of similar size. | Must-have |
| M3 | Training for administrators and end users, in the formats you offer, plus documentation we can share internally. | Must-have |
| M4 | A service-level agreement for availability, stating how it is measured, the service credits and how credits are claimed. | Must-have |
| M5 | Support hours, channels and response-time targets by severity, and the escalation path for critical issues. | Must-have |
| M6 | A named customer success contact and periodic reviews of adoption and open issues. | Nice-to-have |
Commercial and pricing
| ID | Requirement | Priority |
|---|---|---|
| C1 | Pricing by license metric (per user, per record, per transaction or another unit), showing list price, discount and net price. Define exactly what counts toward the metric. | Must-have |
| C2 | Every one-time cost: implementation, data migration, integration, training and any other services. | Must-have |
| C3 | A cap on price increases at renewal. State the cap. | Must-have |
| C4 | Contract term, termination rights, and exit terms covering the return of our data in a usable format and its deletion afterwards. | Must-have |
| C5 | Prices held for the contract term for adding users, records or modules. | Nice-to-have |
6. Vendor questions
Answer each question directly. Where we ask for evidence, attach it or tell us where to find it.
- Show us [our three most important scenarios] in a scripted demonstration using our sample data, rather than your standard demo.
- Which of the requirements you marked as available need configuration, partner services or an add-on license?
- Which features in your proposal are generally available today, which are in beta and which are on the roadmap? Give dates for roadmap items.
- Walk us through the implementation plan for an organization of our size: the phases, what you need from us at each one, and the most common reasons projects like ours run late.
- How would we leave your product at the end of the contract? What data can we export, in what format, and what would it cost?
- How do customers influence your roadmap, and what is planned for the next 12 months in the areas this RFP covers?
- Who will be on our implementation and account team, and what is their experience with projects like ours?
- Mark any terms in this RFP you cannot accept, and attach your standard agreement, service-level agreement and data processing agreement.
- Provide three references of similar size and industry, including at least one implemented in the last 12 months.
7. Vendor profile and references
- Legal name, headquarters, ownership and the year the company was founded
- The number of customers using the proposed product, and how many are of similar size and industry to us
- Evidence of financial stability, such as audited financial statements or a letter from your bank [if required]
- Partners or subcontractors who would deliver any part of the work, and their role
- Any litigation, regulatory action or data breach in the last three years that could affect this contract
8. Evaluation criteria and scoring
Proposals that fail a Must-have may be eliminated. Remaining proposals are scored from 1 to 5 on each criterion; the score is multiplied by the weight and the results are added. The weights below are an example to adjust.
| Criterion | Example weight | What a strong response shows |
|---|---|---|
| Functional fit | 30% | Every Must-have met, shown in the scripted demonstration with your data. |
| Technical fit and integration | 15% | A clear architecture, working integrations with your systems, and a full data export. |
| Security and compliance | 15% | Current independent reports, strong access controls, and contract terms that protect your data. |
| Implementation and support | 15% | A realistic plan, an experienced named team, and clear support and SLA terms. |
| Vendor viability and references | 10% | A stable company and references that match your size and industry. |
| Total cost over three years | 15% | Every cost stated, a defined license metric, a renewal cap and fair exit terms. |
| Total | 100% |
- 5. Exceeds: meets every Must-have and most Nice-to-haves, shown in a demonstration or proof of concept, with a matching reference customer.
- 4. Strong: meets every Must-have and some Nice-to-haves, with clear evidence.
- 3. Adequate: meets most Must-haves; gaps have a credible workaround or a dated roadmap commitment.
- 2. Weak: misses one or more Must-haves, or the answer is vague.
- 1. Poor: does not meet the requirement, or no answer.
9. Pricing response
Provide pricing in the table below, plus any additional line items. Show list price, discount and net price separately, and state what each line includes.
| Line item | Unit or metric | Quantity | Year 1 | Year 2 | Year 3 |
|---|---|---|---|---|---|
| Subscription or licenses (state the metric) | |||||
| Implementation services | |||||
| Data migration | |||||
| Integration work | |||||
| Training | |||||
| Support (state the tier) | |||||
| Optional modules (list each) | |||||
| Total |
10. Submission instructions
- Submit proposals electronically to [contact name, email] by [date and time, time zone].
- Send questions in writing by [date]. Answers will be shared with all respondents without identifying who asked.
- Follow the section order of this RFP and answer every requirement in section 5 with a response code.
- Response codes: Y = available today in the proposed edition; P = partially met or needs configuration or services (explain); R = on the roadmap (give a date); N = not supported.
- State how long your pricing remains valid (at least [90] days).
- Mark anything confidential. [Company Name] will treat proposal contents as confidential.
11. Timeline
| Milestone | Date |
|---|---|
| RFP issued | [Date] |
| Written questions due | [Date] |
| Answers published to all vendors | [Date] |
| Proposals due | [Date] |
| Shortlist notified | [Date] |
| Scripted demonstrations or proof of concept | [Date] |
| Final selection | [Date] |
| Contract signed | [Date] |
| Project kickoff | [Date] |
12. Terms and conditions
- This RFP is an invitation to submit a proposal. It is not an offer or a commitment to buy, and [Company Name] may cancel it at any time.
- Vendors bear their own costs of preparing and presenting a proposal.
- [Company Name] may reject any proposal, ask for clarification, and negotiate with one or more vendors.
- Information in this RFP is confidential and may be used only to prepare a proposal.
- The final agreement will be negotiated after selection. [Governing law, insurance, liability and other required terms.]
[Have your legal team review this section. This template is not legal advice.]
13. Response checklist
Include the following in your proposal:
- Cover letter signed by an authorized representative
- Executive summary
- Completed requirements table (section 5)
- Answers to the vendor questions (section 6)
- Vendor profile and three references (section 7)
- Completed pricing table (section 9)
- Implementation plan and named team
- Security documentation: SOC 2 Type II report or ISO/IEC 27001 certificate and completed questionnaire
- Standard agreement, service-level agreement and data processing agreement
Download the Word template Free .docx, no sign-up
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Frequently asked questions
What is an RFP template?
An RFP template is a ready-made request for proposal with the standard sections already written: background, scope, requirements, vendor questions, evaluation criteria, pricing, submission instructions and a timeline. You fill in the details of your purchase instead of starting from a blank page, and every vendor answers the same questions in the same format, so the proposals are easy to compare.
What should an RFP template include?
At minimum: an introduction and background, project objectives, the scope of work, your current environment, requirements marked Must-have or Nice-to-have, questions for vendors, how proposals will be scored, a pricing table, submission instructions, a timeline and the terms that apply. This template has all of them, plus a vendor profile section and a response checklist.
Is this RFP template free?
Yes. The Word file is a free download with no sign-up, and you can edit it, use it for any purchase and share it with your team.
Can I use this template for something other than software?
Yes. The structure works for most purchases where you are comparing proposals rather than just prices, such as IT services or consulting. For a specific software category, start from one of the category templates instead: they come with detailed requirements, vendor questions and scoring for that category already written.
How do I write an RFP from this template?
Fill in the background and objectives, replace the placeholder functional requirements with your own, agree on the scoring weights with your buying team, set the dates and delete the instructions. The guides to how to write an RFP and the RFP process walk through each step in more detail.