53 Understanding Proposals and Requests for Proposals (4.2.10)

Proposals are persuasive documents designed to initiate a project or secure approval for a course of action. They are often written in response to a Request for Proposal (RFP) issued by a government agency, company, or organization seeking external support to complete a task, deliver a product, or provide a service. When an organization issues an RFP, it typically receives multiple proposals in response. These proposals are then evaluated using a rubric or scoring system to determine which submission best meets the organization’s needs.

To be successful, your proposal must clearly and persuasively demonstrate that your approach is the most effective and beneficial option. Proposals commonly aim to:

• Perform a task (e.g., conduct a feasibility study or research project)

• Provide a product

• Deliver a service

RFPs vary in length and complexity, ranging from brief overviews to detailed documents spanning dozens or hundreds of pages. For instance, a 2015  Canadian Partnership for Cancer RFP is 38 pages long. In contrast, some RFPs may be as short as two pages. Below, you will find an example of a concise two-page RFP.

^{Activity 13.1 |  A Request for Proposal}

Review the article “What is the RFP process?” on Indeed.ca to understand the RFP process better. This article outlines each stage of the typical RFP process and provides a template and an example of a basic RFP.

In addition to RFPs, you may encounter other request types such as:

• Request for Tender (RFT) – typically used for construction or supply projects

• Request for Quote (RFQ) – used to gather pricing or cost estimates

• Request for Information (RFI) – issued to collect general information or explore available solutions

Each of these request types has different expectations and formats. If you’re unsure how to respond, consult colleagues or conduct research to ensure you understand the appropriate approach for each situation.

Attribution

This section contains material from Chapter 13.2 “Requests for Proposals” in Fundamentals of Business Communication Revised (2022) and used under a Creative Commons Attribution-ShareAlike 4.0 International License.

References

References are at the end of this chapter.