Photo by Amina Atar

Hiring the right vendor can make or break a project, especially when deadlines, budgets, and brand reputation are on the line. Whether you’re launching a website, planning a social media campaign, or designing new branding, your success depends on how clearly you define what you need before anyone is hired.

That’s where RFPs (Requests for Proposal) and RFQs (Requests for Quote) come in. I know, paperwork probably isn’t the part of marketing you get excited about. But trust me, this is the kind of foundation that protects you from chaos down the road.

These may not be the flashiest parts of project management, but they’re essential tools for setting expectations, controlling scope, and avoiding miscommunication later on. They also help your internal team get on the same page before you even start reaching out to vendors.

If you’ve ever dealt with shifting project goals, unexpected costs, or a vendor relationship that just didn’t work out, chances are something was missing at the start. And it was probably an RFP or RFQ.

 

What’s the Difference Between an RFP and an RFQ?

While they’re often used together (and sometimes interchangeably), they serve different purposes:

• RFP (Request for Proposal) – Used when you need a vendor to not just give you pricing, but also outline how they would approach the project. RFPs are ideal when the project requires strategy, creativity, or multiple steps. For example, you might issue an RFP if you’re looking for a full-service social media partner to develop a content strategy, produce original graphics, manage ad campaigns, and track analytics.

• RFQ (Request for Quote) – Used when you already know exactly what you need and are simply looking for pricing. RFQs are best for straightforward services with clearly defined requirements, like requesting a quote for designing 10 Instagram templates, scheduling posts for a pre-written content calendar, or running a one-time Facebook ad campaign with your provided copy and images.

If you want to dive deeper into how these two documents differ, check out Mailchimp’s breakdown: What Is the Difference Between an RFQ vs. RFP?

 

Why They Matter

1. Clarity Saves Time
   A good RFP or RFQ spells out expectations clearly — timelines, budgets, deliverables, and criteria for selection. That means fewer emails, fewer misunderstandings, and faster decisions.

    

2. You Attract the Right Vendors
   When vendors know exactly what you’re looking for, the best-fit ones rise to the top. That saves both you and the vendor time and energy. For practical advice on vendor management and choosing the right partners, check out Capsule’s article on Vendor management tips & good practices for your business. It offers helpful insights that complement the RFP and RFQ process.

    

3. You Stay in Control of the Project
   Projects without clear starting points tend to drift. Well-written RFPs and RFQs serve as guardrails that keep your project on track and focused on the original goals.

    

4. It’s a Professional Standard
   If you’re managing marketing projects — especially with large teams or budgets — skipping this step can look unprepared or unprofessional. Clients and collaborators notice when you come to the table with a clear plan.

If you’re focused on hiring the right vendors now but also planning to scale your marketing efforts in the future, gaining a strong understanding of both project management and growth strategies is key. Consider watching the past NISM webinar: Scaling a Marketing Program… How? It offers practical insights that build on the foundation RFPs and RFQs provide.

 

What to Include in an RFP or RFQ

Every project is different, but strong RFPs and RFQs often include:

• Project overview and goals
• Scope of work
• Timeline and key dates
• Budget or pricing format
• Selection criteria
• Contact information for questions

To make this easier, the NISM Project Management textbook offers an easy-to-use RFP/RFQ template that is especially valuable for social media professionals looking to hire. This template guides you through all the essential sections so you don’t miss anything important. Along with the template, you receive the entire project management chapter and additional resources like an action plan template, book recommendations, and more. Sound interesting? Check it out here!

For additional resources and deeper guidance, you can explore the full NISM textbook with all chapters and materials here. It’s packed with insights and examples that can help you sharpen your social media and project management skills beyond just RFPs and RFQs.

 

Final Thoughts

If successful project management means delivering goals on time and within budget, then RFPs and RFQs are the crucial tools that keep you on the right path from the very start. They don’t just help you hire well — they help you manage confidently and deliver results.

So before you kick off that next big project…

Pause. Plan. Then put it in writing.

Your future self (and your vendor) will thank you.

So grab a pen (or keyboard) and start drafting your RFP or RFQ. Getting clear on what you need is the first step to making your project a success!

 

Author Bio

Alexis Barth is a freelance marketer originally from Kearney, Nebraska, now based in Ohio. She earned her degree in marketing from Cedarville University and launched her own marketing company, REAL Marketing, during her senior year in 2024. Specializing in social media management and strategy, she works with a variety of clients to help them grow their presence and connect with the right audiences. She was a past intern with the National Institute for Social Media and recently earned her Social Media Strategist certification. She believes great marketing is really just about understanding people—and making the right connections that leave everyone better off.