Request for Information (RFI)

A Request for Information (RFI) is a structured questionnaire that buyers send to potential suppliers to learn about their capabilities, certifications, capacity, geographic footprint, and approach to a problem. It is non-binding and does not include pricing as a primary focus. The output is market intelligence, not a purchase decision.

How it works

Buyers typically issue an RFI when entering a new category, exploring an unfamiliar technology, or refreshing their view of a known supplier base. Responses inform a longlist that can later be narrowed in an RFP or RFQ.

• Define the questions: capabilities, certifications, references, financial stability, ESG posture

• Identify candidate suppliers from market scans, databases, or AI-vetted shortlists

• Distribute the RFI with a clear deadline and response format

• Score responses on a consistent rubric

• Decide which suppliers progress to the RFP or RFQ stage

Why it matters in procurement

Skipping the RFI step is a common mistake. Teams jump straight to an RFP based on incumbent suppliers and a few referrals, which limits the competitive field and entrenches existing relationships. A disciplined RFI widens the consideration set, surfaces new entrants, and tests assumptions about what the market can deliver. It also gives suppliers an early signal of interest without committing the buyer to anything.