A Request for Information (RFI) is simply a document written up to collect information about the capabilities of a supplier or a contractor. It can also be described as a process of gathering information about suppliers of a product or service.
Essentially, a Request for Information is written up by a customer seeking certain information from a particular or several suppliers.
Who Uses RFIs?
An RFI is commonly used in major areas including IT sectors and construction industries.
In IT sectors, an RFI can be issued to a software supplier to obtain more information about the software to be purchased. This is usually done because the software would be used for a long period and there is a huge need to consider all possible options and make the right choice.
In construction industries, an RFI may be sent by a contractor to a designer to understand the nature of the designer’s services and how useful they may be in the work of the contractor. In some other instances, an RFI can be sent from a contractor to a client, or from a subcontractor to the main contractor.
How Do I Write an RFI?
In writing an RFI you would need to include:
-
Basic details of your request:
This is normally the first and topmost section of your Request for Information (RFI). This is where you would include basic details about your request.
This will inform the recipient of the name of the sender (that is, your business) and will also have other information such as an RFI number (for reference purposes), the date it was sent, the name of the project, and project number (of the project for which information is being requested), and the deadline for a response.
-
A brief statement of purpose:
This is the next section immediately after the section for basic details. Under this section, you are to give a one-paragraph overview of the information you seek from the recipient.
You could also include specific requests here such as the availability of a product/service at a future date range when you will need them.
It is your statement of purpose that will determine if your recipient will gain interest in working with you.
-
Project details/summary:
Here, you provide context to the RFI by summarizing the details of the project for which you are requesting the information.
You should explain why you want to complete it, and the timeline you intend to complete it (this applies where it is a construction project). You might add any copies of documents that will help you explain your project better. The documents should be made as attachments to the RFI.
-
An overview of your business background:
This section is very important especially when you are issuing an RFI to the business for the first time. In this section, the recipient gets some background information about your business/company.
It is also important to include your business’s mission, industry experience, website, and social media profile pages for their reference. You could also consider adding contact information (address, phone number, email) so they can reach you in case they have any questions.
RELATED: 17 Best Mission Statement Examples
-
Feedback section:
This section is not entirely mandatory but is advised as it portrays good business practices. This section is typically a blank page (or half of a page, in some other cases) left for the recipient to give their response.
The recipient may choose to detach this section, respond on the page, and forward it to you. Sometimes, the recipient may choose to reply using another document entirely, which is not out of the ordinary.
RELATED: Writing A Customer Feedback Survey
Conclusion
Writing a Request for Information is fairly straightforward. It is a formal and official business practice. However, because it is not commonly used by many businesses, a lot of people remain unaware of the benefits of using an RFI.
With SmartSMSSolutions, you can spread the word about the benefits of using RFIs through SMS texts to your potential business clients. You can also informally use SMS to request information from your suppliers, customers, and prospects. Sign up for our Bulk SMS services now to get started!
RELATED: Increase Your Open Rate with these 15 Best Email Marketing Tips