What Is an RFI? Request for Information Examples & Real Process

If you've ever needed to compare multiple vendors but didn't want to sit through five sales pitches before getting basic information, that's exactly what an RFI solves.

An RFI is essentially a structured questionnaire you send to potential suppliers asking them to explain what they offer, how their systems work, and whether they can handle your requirements. It's the "let's see if this is even worth exploring further" stage of procurement.

Unlike an RFP (request for proposal) where you're asking for custom solutions and pricing, or an RFQ (request for quote) where you want final numbers, an RFI just gathers facts. Think of it as the reconnaissance mission before you commit resources to a full evaluation.

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What Is an RFI?

An RFI stands for request for information. It’s a standardized document used by buyers to ask vendors detailed questions about a product or service offering.

RFIs are typically used early in the vendor selection process. Their purpose is to gather structured, comparable responses that help buyers understand available options, technical capabilities, and potential fit.

Because RFIs follow a consistent format, they’re easier to review and evaluate than unstructured sales proposals. They often include background context, business needs, vendor qualifications, and clearly defined information requests.

RFI Meaning in Business Contexts

In business, an RFI process is used to evaluate suppliers in a controlled, transparent way. Whether you’re sourcing inventory management software, comparing service providers, or preparing for a large-scale project, an RFI helps reduce guesswork and uncover important vendor insights early on.

Common RFI Use Cases by Industry

RFIs are widely used across industries, especially when the stakes are high or decisions involve multiple stakeholders.

When You Actually Need an RFI

RFIs make sense when you're early in the process and don't know enough to write a proper RFP yet. Common scenarios:

You're evaluating a new category of software or service you haven't purchased before.

You know you need something but aren't sure which vendors even operate in this space.

Your stakeholders can't agree on requirements because they don't understand what's possible.

You're replacing a system and want to see what's changed in the market since your last purchase.

The project is big enough that picking the wrong vendor would be expensive or disruptive.

Don't bother with an RFI if you already know exactly what you need and just want pricing. That's an RFQ. If you know your shortlist and want detailed proposals, jump straight to an RFP.

What Goes Into an RFI (The Practical Version)

Company and Project Background

Give vendors enough context to understand what you're trying to accomplish. This doesn't need to be your entire business history, just relevant details.

"We're a mid-sized distributor processing 50,000 orders annually across 12 warehouses. We currently use [legacy system] which doesn't integrate with our e-commerce platform. We're exploring modern warehouse management systems that can scale to 100,000 orders within two years."

That's enough. Vendors know your situation, your rough scale, and your growth trajectory.

What You're Trying to Figure Out

Be explicit about what information you actually need. Vague RFIs get vague responses.

Bad: "Tell us about your platform capabilities."

Good: "We need to understand: 1) Does your WMS integrate with Shopify and NetSuite without custom development? 2) What's your typical implementation timeline for companies our size? 3) How do you handle returns processing across multiple warehouse locations?"

Specific questions get specific answers you can actually compare.

Vendor Qualifications

If there are dealbreakers, state them upfront so vendors don't waste time (and you don't waste time reviewing responses from unqualified companies).

"Must have SOC 2 Type II certification" "Must support multi-currency transactions" "Must have implemented at least 5 systems for food & beverage distributors"

How and When to Respond

Give clear submission instructions:

• Deadline (typically 1-2 weeks is reasonable)
• Preferred format (PDF, Word doc, procurement platform submission)
• Contact person for questions
• Whether you'll entertain follow-up questions or not

What You'll Do With Responses

Setting expectations prevents awkward situations later. Will you shortlist for RFPs? Schedule demos? Make a decision directly from RFI responses?

"We'll use RFI responses to shortlist 3-5 vendors for detailed demos and RFPs. We expect to complete vendor selection by [date]."

How RFIs Actually Play Out

Week 1: You send the RFI to 5-10 vendors. Some you found through research, some were recommended, maybe one or two reached out to you already.

Week 2: Vendors submit responses. Quality varies wildly. Some treat it seriously with detailed answers. Others send generic marketing decks that barely address your questions. A few ask clarifying questions (which is usually a good sign they're actually thinking about your situation).

Week 3: You review responses, probably in a spreadsheet or comparison doc. You eliminate obvious mismatches. You identify 3-5 worth deeper evaluation.

Week 4+: You move qualified vendors to the next stage: typically demos, RFPs, or both.

The whole process should take 3-4 weeks, not months. If it's dragging on, your RFI was probably too broad or your internal decision-making process is the actual problem.

What Good RFI Responses Look Like

When vendors respond well, they:

Answer your actual questions instead of sending their standard pitch deck.

Provide specific examples from similar customers, not generic claims about capabilities.

Flag potential issues you might not have considered. Good vendors point out misalignments early rather than discovering them three months into implementation.

Ask clarifying questions if your RFI was ambiguous. Vendors who ask thoughtful questions usually deliver better implementations.

Keep it focused. A 50-page response to a 10-question RFI suggests the vendor can't distill information clearly.

When responses are terrible (all marketing fluff, no substance, or didn't read your questions), eliminate them immediately. If a vendor can't follow simple RFI instructions, they won't execute a complex project well.

RFI vs. RFP vs. RFQ: When to Use Each

RFI (Request for Information): Used when you're early in research and need to understand what's available, who the players are, and basic capabilities. You're not ready for detailed proposals or pricing yet.

RFP (Request for Proposal): Used when you know what you need and want vendors to propose specific solutions, including approach, timeline, team, and usually pricing. You're evaluating complete solutions.

RFQ (Request for Quote): Used when you know exactly what you want and just need pricing and terms. Usually the final step before contracting.

The flow typically goes: RFI → RFP → RFQ, though you might skip stages depending on your situation.

Example: You're buying laptops for 50 employees. You know exactly which models you want, so skip straight to RFQ for pricing from different resellers.

Example: You're implementing a new ERP system. Start with RFI to understand options, move to RFP with shortlisted vendors, then negotiate final pricing.

Common RFI Mistakes

Making It Too Broad

"Tell us about your company and capabilities" generates useless marketing material. Ask specific questions about specific scenarios you're trying to solve.

Asking for Pricing

Pricing requests belong in RFPs or RFQs, not RFIs. At the RFI stage, you don't have enough detail to get accurate pricing anyway. You'll just get broad ranges that aren't helpful.

Sending to Too Many Vendors

10+ vendors means you'll spend weeks reviewing mostly irrelevant responses. Start with 5-7 that seem promising. You can always expand if none work out.

Not Following Up

Some vendors give mediocre RFI responses but are actually strong. If a response shows promise but lacks detail, schedule a 30-minute call before eliminating them.

Treating It Like an RFP

RFIs gather information. RFPs evaluate solutions. Don't expect vendors to create custom proposals at the RFI stage, you haven't given them enough information yet.

Industry-Specific RFI Examples

IT and Software

When evaluating EDI platforms, ERP systems, or integration software, RFIs help you understand technical architecture, implementation timelines, and integration capabilities before diving into detailed proposals.

Key questions: What protocols do you support? How long does typical implementation take? Which ERP systems do you integrate with natively?

Construction

Contractors use RFIs constantly to get information from subcontractors and suppliers about materials, timelines, and availability before bidding projects.

Key questions: Can you deliver materials by [date]? What are lead times for custom orders? Do you stock [specific item]?

Retail

Retailers send RFIs when evaluating POS hardware, inventory systems, or product suppliers to understand capabilities and availability.

Key questions: Do your systems integrate with our e-commerce platform? What's your return/exchange process? Can you handle seasonal volume spikes?

Healthcare

Healthcare organizations use RFIs when evaluating EMR platforms, medical devices, or data management tools given the complexity and compliance requirements.

Key questions: Are you HIPAA compliant? What's your data migration process? How do you handle system downtime?

How Orderful Fits Into Vendor Selection

If you're evaluating EDI providers, procurement platforms, or supply chain systems, clean data exchange matters. Orderful's EDI platform standardizes how you exchange procurement documents—including RFI responses, vendor communications, and purchase orders—so information flows accurately without manual handling.

Whether you're the company sending RFIs or the vendor responding to them, automated document exchange speeds up timelines and reduces errors that plague email-based procurement processes.

Talk to our team about streamlining vendor communication and procurement workflows.

RFI Questions People Actually Ask

What does RFI stand for in business?

RFI stands for "request for information." It's a document companies send to potential vendors asking for basic details about their products, services, capabilities, and qualifications before deciding whether to pursue a formal proposal or quote.

When should you use an RFI instead of an RFP?

Use an RFI when you're early in the research process and don't know enough to write a detailed RFP yet. RFIs help you understand what's available, which vendors operate in your space, and basic capabilities. Once you've narrowed options through an RFI, move to an RFP for detailed proposals from shortlisted vendors.

How long should vendors have to respond to an RFI?

Give vendors 1-2 weeks to respond to an RFI. Less than a week doesn't allow time for thoughtful responses. More than two weeks causes the process to drag unnecessarily. If your RFI requires more than two weeks to answer, it's probably too complex and should be an RFP instead.

What is an RFI response?

An RFI response is the document a vendor submits answering your questions. Good responses are concise, address your specific questions rather than providing generic marketing material, include relevant examples from similar customers, and flag potential concerns or misalignments early rather than hiding them.

What's the difference between RFI, RFP, and RFQ?

RFI (request for information) gathers basic vendor details early in research. RFP (request for proposal) asks shortlisted vendors for detailed solutions, approaches, and usually pricing. RFQ (request for quote) requests final pricing and terms when you know exactly what you want. Typical flow: RFI → RFP → RFQ, though you might skip stages.

Can you skip the RFI and go straight to RFP?

Yes, skip the RFI if you already know your vendor shortlist, understand the market well, and have clear requirements. RFIs are most valuable when you're exploring unfamiliar categories or need to broaden your vendor pool before investing time in detailed proposals.

Should RFIs include pricing questions?

No, RFIs shouldn't request detailed pricing. At the RFI stage you haven't provided enough specifics for vendors to quote accurately, so you'll just get broad ranges that aren't useful for decision-making. Save pricing discussions for RFPs (ballpark estimates) or RFQs (final quotes).