How to Write a Great Software RFP

When a business decides it needs custom software, one of the first steps is often issuing a Request for Proposal. An RFP is your opportunity to clearly communicate what you need, attract qualified development partners, and set the stage for a successful project. Unfortunately, many RFPs are either too vague to be useful or so rigid that they discourage the best vendors from responding. Writing a great software RFP is a skill, and getting it right can make the difference between a project that thrives and one that stumbles from the start.

Start with the Problem, Not the Solution

One of the most common mistakes in software RFPs is jumping straight to a list of features. Before you describe what you want the software to do, explain the business problem you are trying to solve. What processes are inefficient? What pain points do your employees or customers experience? What goals are you trying to achieve? When you lead with the problem, you give vendors the context they need to propose thoughtful, creative solutions. You might be surprised to discover that the best approach is different from what you initially had in mind. A good development partner will bring expertise and perspective that adds value, but only if the RFP gives them room to do so.

Key Sections Every Software RFP Should Include

A strong RFP typically includes a company overview, a description of the business problem, the project scope and objectives, technical requirements or constraints, budget range, timeline expectations, evaluation criteria, and submission instructions. You do not need to write a hundred-page document, but you do need to be thorough enough that vendors can provide an accurate and comparable response. Including a budget range is particularly important. Many businesses hesitate to share budget information, but without it, you may receive proposals that range from wildly expensive to unrealistically cheap, making it difficult to compare apples to apples.

Common Mistakes to Avoid

Beyond being too vague or too prescriptive, there are several pitfalls to watch out for. Avoid writing an RFP by committee without a single decision-maker who owns the document. Too many voices without clear leadership leads to contradictory requirements and confusion. Do not set unrealistic timelines. If you need a complex system built in three months, you will either scare away experienced vendors or attract ones willing to cut corners. Be honest about your internal resources. If your team has limited availability for meetings and feedback during development, say so. This allows vendors to plan accordingly and set realistic expectations for the project timeline.

How to Evaluate Responses

Once proposals come in, resist the urge to pick the cheapest option. Evaluate responses based on the criteria you outlined in the RFP: relevant experience, technical approach, communication style, timeline feasibility, and cultural fit. Pay close attention to how vendors respond to your problem statement. The best proposals will demonstrate a genuine understanding of your business challenges and offer a clear rationale for their recommended approach. Ask for references and follow up with them. A vendor's past clients can tell you far more about what it is like to work with them than any proposal ever will.

Setting Realistic Expectations

A well-written RFP sets the tone for the entire project. It establishes trust, aligns expectations, and creates a foundation for productive collaboration. But it also requires honesty on your end. Be realistic about what you can afford, how long the project will take, and what your team can contribute. The more transparent you are in the RFP, the more accurate and useful the proposals you receive will be. Think of the RFP not as a purchasing document, but as the beginning of a partnership. The effort you put into it directly influences the quality of the partner you attract and the success of the project that follows.