For non-technical organizations who want to set a task to a software development team. What is RFP and why you need it.

Looking for a competent technical partner (vendor) you create a set of requirements what is actually RFP is.

Request for Proposals (RFP) is a document from which you start a communication with a software development company. It consists of project approach, definition, features description, product structure and etc.

The more accurately you compile an RFP, the better result will be.

From our experience, we know that a lot of business owners being great specialists in their areas are non-technical persons and face difficulties creating this document. At the same time the way you set a task to your vendor is extremely important.

Do we really need to create RFP?

You have two ways to start your communication with a vendor:

  • To provide them with RFP and get the product you require.
  • Tell them “I want something like this” and get something that reflects vendor’s visions not yours. In a best case. In a worth you may spend a lot of precious time for unnecessary questions, clarifications, meetings and kick the ball to each other for months and didn’t get anything at the end.

RFP is a document you create only once and can use many times choosing vendors without spending plenty of hours for skype sessions, meetings, and emails.

For example, when you come to a super awesome seamstress you still need to describe well what you need to get it.

And it’s not necessary to be a technical specialist to create a well structured quality document describing what you require for.

Issues our clients face describing what they require inspired us to create a short article how to create an RFP for the mobile or web development. Feel free to share your comments/experience.
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1. Brief Project Description

Describe your project and its approach. Try to explain the idea as you see it.
This will help developers to think outside the box.
Start with the problems you want to solve and let the developers suggest the better solution. Even if you already think you know how to do this – let technical specialists to offer you something based on their expertise.

2. Project Timeline

Developers need to know how much time they have. Just answer on the points below:

  • RFP release date. The day when you share your RFP to this team.
  • Responses Due. What time you give to a vendor to study your document.
  • Project release.
  • Project launch date.

3. Your Company’s Profile

Introduce your company. Describe your business. Share success and problems.

4. Current Project State

Describe your technical situation for this specific moment when creating your RFP.
If you require a mobile app – mention what you use now instead of this app or maybe you already got any product with simplified functionality.

If you require a web app – can do the same.

If you already started any development process with other vendor or internal resources – please describe what has been already done.

For example:

  • user accounts
  • admin panel
  • what data you collect
  • how you store the data
  • design
  • integration with social media or marketing services as well as ERP, CRM integration
  • payment services
  • whatever describes your current functional

5. Target Audience

Describe your audience. It helps vendors to create user-friendly interface.
You can use the following points for B2C:

  • hobbies, interest
  • education
  • single/married
  • profession
  • etc.

For example creating you can create a healthcare mobile apps for elderly people or young moms.

If you are targeting other companies (B2B) describe their business more detailed and what value you offer them. What problems they got and how should be solved.

6. Technical & Functional Requirements

The most important part of any RFP.

Describe in details the functionality and UI/UX of your future product. Add mockups if you already got them.
Include the following information:

  • users roles (user, admin etc)
  • number of pages/screens
  • buttons and pop-ups
  • would you like to use CMS, ERP
  • do you require live chat or other web integrations
  • etc.

Sure requirements depend on your niche and type of project.

7. Point of Contact

Introduce your team which will be involved in the development. Include to the document their names and positions. Mention if someone got an experience in developing such a product.

8. Budget Range

Add a range of your budget. Even if this is just an assumption now. So, the developers will be able to find the most suitable solution for your requests.
They don’t know if you need a “Mercedes”, “Skoda Octavia” or “Lada Kalina”.

9. Support / Maintenance

We often continue to work with projects that we develop. Find out about vendor’s terms and approaches. The Parties should agree upon in order for such cooperation to effectively take place.

10. Examples of Similar Projects

Show the sample of what you want.

It’s always better to say “I want a suit like this” than just describing it. Add a sample to what you have written.

The best practice is to spend some time and group the links for each significant feature/ page/ form/ button you want. So developers will understand what you need for 99%.


  • Clearly describe the idea of your project and target audience.
  • Concretize all features and pages. Add links and show samples.
  • Mention approximate budget.
  • Add mockups if you got any and mention terms.

You can add all information on your company Policy you think is important to this document and save your time and time of your colleagues using the RFP.

Thank you for reading and don’t hesitate to ping us should you have any remarks.

Feel also free to share your RFP and request a quote!

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