RFQ vs. RFP vs. RFI: what's the difference?
Three commonly confused sourcing documents, and when a procurement team should use each one.
The short version
An RFI (Request for Information) is used early, to learn what's available in the market and narrow a broad supplier field. An RFP (Request for Proposal) is used when the buyer knows what problem they're solving but wants suppliers to propose how to solve it. An RFQ (Request for Quotation) is used when the specification is already fixed, and the buyer just needs comparable pricing.
They're often used in sequence on larger sourcing projects — RFI to shortlist, RFP to evaluate approach, RFQ to get final pricing — though many day-to-day sourcing events skip straight to an RFQ when the specification is already clear.
When to use each one
Use an RFI when you're exploring the market and don't yet know which suppliers or solutions exist — the goal is information, not a commitment to buy.
Use an RFP when you know the problem but want suppliers to propose their own approach, pricing, and terms — common for complex services or custom solutions where the "how" matters as much as the price.
Use an RFQ when the specification is fixed and well understood, and the main variable left to compare is price and terms — the most common document for recurring or standardized purchases.
Frequently asked questions
Is an RFQ the same as a purchase order?
No. An RFQ is a request sent to suppliers asking for pricing on a defined specification — it happens before a decision is made. A purchase order is the formal, binding document issued after a supplier has been selected.
Can you skip straight to an RFQ?
Yes, and many organizations do for recurring or standardized purchases where the specification and supplier pool are already well understood — RFI and RFP stages are most useful for larger, less-defined sourcing decisions.
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