About the RFI Generator

When to use an RFI instead of an RFP or RFQ

A Request for Information is a good fit when you know there is a business problem or opportunity, but you are still learning about what the market can provide and which vendors might be a match. An RFI lets you explore options without committing to a specific scope, budget, or solution.

In simple terms, an RFI is used for discovery. An RFP is used when you are ready to ask for detailed proposals. An RFQ is used when you have a very clear scope and mainly need pricing and commercial terms.

This RFI Generator helps you standardize that early discovery step so you can compare responses easily and move on to a more formal RFP or RFQ only when you are ready.

What the RFI Generator produces

The tool creates a single, structured text document that follows the common building blocks of a well formed RFI. The output is simple text that you can copy into your own templates, save as a file, or paste into an online vendor portal.

Core sections included

• Administrative and contact details so vendors know who you are and who to contact.
• Key dates that call out response deadlines and question deadlines.
• Project context and scope with the purpose of the RFI and the problem you want to address.
• Description of goals and possible outcomes you care about.
• Scope of inquiry that defines the product, service, or capability area you are exploring.
• Questionnaire that focuses on vendor background, experience, capabilities, and support model.
• Response instructions and basic format expectations.
• Evaluation overview that explains how you will look at the responses.
• Confidentiality and non binding notice that reinforces the exploratory nature of the RFI.

How to use the RFI Generator

1. Gather your basic information

Before opening the generator, it is helpful to collect some basics.

• Your organization name, a short background, and main location.
• A working title for the RFI and an internal reference number if you use one.
• The name and email for your RFI coordinator or procurement contact.
• Any high level dates you already know, such as a response deadline.

2. Describe the problem and the scope of inquiry

Inside the tool, the Project context and scope section helps you explain why you are issuing the RFI. You can describe the business problem, the change you hope to see, and what types of solutions you are open to considering.

The Scope of inquiry field lets you define the general product or service category. For example managed security services, cloud based HR software, data integration tools, or anything else that fits your situation.

3. Shape the questionnaire

The generator includes default question blocks for vendor background, experience, capabilities, and implementation support. You can keep these defaults or override them with your own questions.

Questions should focus on capability, fit, and approach. Detailed pricing and contract terms can be deferred to a later RFQ or RFP once you have narrowed the field of potential vendors.

4. Set response instructions

The Response instructions and format section gives vendors clear guidance on how to reply. You can specify how to submit responses, what format to use, and any page or word limits. You can also describe the general criteria you will use to review the information.

5. Generate and export the RFI

Once the fields are filled, you select Generate RFI. The tool will build a full text RFI that you can:

• Copy to your clipboard and paste into email or a document template.
• Download as a TXT file for editing in a word processor.
• Download as a Markdown file if you prefer text based workflows.
• Print or save as a PDF using your browser print options.

Who this tool is for

The RFI Generator is intended for IT leaders, operations managers, procurement teams, and project owners who want a consistent way to explore market options before committing to a full procurement cycle.

It is also helpful for smaller organizations without dedicated procurement staff. They can still work in a disciplined way when contacting vendors and can avoid starting from a blank page every time a new technology or service is being considered.

Data privacy and storage

The RFI Generator runs entirely in your browser. The information you enter is processed on your device while the page is open. The generator itself does not send RFI content, vendor names, or internal details to any external server.

Once you copy the generated text into email, shared documents, or vendor portals, those systems will apply their own privacy, security, and retention practices. Always follow your internal policies and any regulatory requirements that apply to your organization and your sector.