Request for information (RFI)
A request for information is a preliminary inquiry sent to potential suppliers to gather information about their capabilities, offerings, and qualifications before a formal sourcing process begins. RFIs help buyers understand market options, identify qualified suppliers, and inform RFQ or RFP requirements. Unlike RFQs and RFPs, RFIs don't request pricing or commit to any subsequent business.
Examples
Market exploration: A company considering insourcing a currently outsourced process sends RFIs to equipment manufacturers to understand available technologies, typical installation timelines, and capability requirements. This information shapes the business case analysis without requesting specific quotes.
Supplier identification: A procurement team planning to source a new component category issues an RFI to potential suppliers asking about their manufacturing capabilities, certifications, geographic footprint, and customer base. Responses help identify which suppliers to invite to the subsequent RFQ.
Technology assessment: Before selecting a procurement software platform, a company sends RFIs to potential vendors asking about product roadmap, implementation approach, customer references, and integration capabilities. The RFI helps narrow the field before investing time in detailed RFP responses and demonstrations.
Definition
RFIs serve as a screening and education tool in the sourcing process. They're particularly valuable when entering unfamiliar markets, sourcing new categories, or when the potential supplier universe is large and undefined. The relatively low effort required to respond to an RFI makes it reasonable to cast a wide net.
Effective RFIs ask questions that genuinely inform supplier qualification or requirements development. Common RFI topics include company background, relevant experience, capabilities and capacity, quality certifications, financial stability, and geographic coverage. Avoid requesting information you won't actually use in decision-making.
RFIs should clearly state their purpose and that no business award will result directly from the response. This transparency respects suppliers' time and encourages participation. Some organizations share aggregated RFI findings with respondents as a courtesy.
The insights gathered through RFIs inform subsequent RFQ or RFP development, helping buyers ask better questions and set appropriate requirements based on market realities.
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