Most suppliers only start thinking seriously about a public sector opportunity once a tender is published. But by that point, the most important decisions (the scope, budget, and priorities) have often already been made.

That’s where RFIs come in.

A Request for Information (RFI) is an early-stage procurement document used by public buyers to explore the market before they write a formal tender. It’s not a bid. It’s not a contract. But it is a powerful opportunity to get ahead if you know how to use it.

By responding to RFIs, suppliers can build visibility with potential buyers, shape future requirements, and position themselves long before the competition shows up. Yet many companies ignore RFIs completely, thinking there’s “nothing to win yet.”

That’s a mistake.

In this article, we’ll explain what an RFI is, how it differs from other procurement processes, and how you can use it to strengthen your public sector sales strategy. Whether you’re new to tendering or looking to improve your pipeline, understanding RFIs is the first step to getting in early and staying ahead.

Let’s start with the basics.

What is a request for information (RFI)?

A Request for Information (RFI) is a document that public sector buyers use to better understand the market before they launch a formal procurement process.

In simple terms, it’s how a government agency says:

“We’re planning something — but we’re not quite sure how to approach it yet. Can you help us understand what’s possible?”

An RFI is not a tender. It doesn’t result in a contract. There’s no competition, no pricing, and no technical scoring. Instead, it’s a chance for suppliers to:

• Introduce their capabilities
• Offer insights on market trends or best practices
• Share feedback on what the buyer should consider before publishing a tender

RFIs are especially common when public buyers are:

• Exploring new technologies or services
• Preparing large or complex tenders
• Unsure about how to structure requirements or pricing

In many cases, the suppliers who respond to an RFI are also the ones who later win the contract, because they were already on the buyer’s radar.

In the next section, we’ll look at how RFIs compare to other procurement tools, like RFPs and ITTs, so you know when to respond and how.

How an RFI differs from an RFP or ITT?

RFIs, RFPs, and ITTs are often confused — and that confusion leads to lost time and missed opportunities. While all three are part of the public procurement process, they serve very different purposes.

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An RFI is early-stage, used when the buyer is still defining the problem.

An RFP is mid-stage, used when the buyer wants a solution.

An ITT is late-stage, used when the buyer knows exactly what they want.

If you want to dive deeper into the others, we have guides:

• Request for proposal (RFP): What every supplier needs to know
• Invitation to tender (ITT): A complete guide for suppliers and buyers

Now that we’ve clarified the difference, let’s talk about why it’s actually worth your time to respond to RFIs — even when there’s no contract attached.

Why responding to an RFI is worth your time?

It’s easy to overlook an RFI. There’s no award, no immediate revenue, and no guarantee of what comes next. But for smart suppliers, RFIs are a strategic opportunity — one that often leads to future contracts.

Here’s why responding to RFIs matters:

• You influence the project before it’s defined - when buyers issue an RFI, they’re asking the market for guidance. If your response helps them understand new options, clarify priorities, or rethink their scope — your voice helps shape the final tender.
• You gain early visibility with the buyer - many RFI issuers remember who gave thoughtful input. That name recognition can give you an edge when the formal tender is released. Buyers tend to trust suppliers who were helpful from the start.
• You reduce surprises later - by participating early, you get insight into what the buyer values, how they think, and what they might require later. That makes it easier to prepare a stronger, more relevant proposal when the time comes.
• You open the door for future engagement - RFIs sometimes lead to one-on-one discussions, pre-market consultations, or invitations to future steps like RFPs or ITTs. If you’re not in the room early, you may not get invited later.

In short, RFIs are not about “winning now.” They’re about winning later by being smart today.

Next, let’s look at what actually goes into a strong RFI response. It’s not a sales pitch and that’s what makes it powerful.

What to include in a strong RFI response?

Responding to an RFI isn’t about closing a deal or writing a polished proposal. It’s about helping the buyer understand what’s possible and showing that you’re the right kind of partner for what comes next.

Here’s what a useful, professional RFI response should include:

• An overview of your capabilities - briefly introduce who you are, what you do, and where your expertise lies, especially if it relates directly to the topic of the RFI. Keep it concise and relevant.
• Insights the buyer may not have - use this moment to educate. Share market trends, implementation challenges, common mistakes, or new technologies the buyer should be aware of. This positions you as a knowledgeable advisor.
• Questions or clarifications - if the RFI scope is vague or unrealistic, ask questions or provide constructive feedback. Public buyers often welcome this input, especially if it helps them define more practical requirements later.
• Examples of similar work - without turning it into a sales brochure, highlight past experience that shows you understand the context. A few lines about similar projects or outcomes can build credibility.
• Polite, clear closing - end with an offer to provide more information or participate in future stages. Keep it professional, respectful, and open.

Want to see how this compares to writing proposals? Explore our tips for responding to RFPs effectively.

Now that you know what to include, let’s look at what not to do. Because most suppliers don’t respond to RFIs — and many who do, get it wrong.

Common mistakes suppliers make with RFIs

RFIs may feel less formal than full tenders, but that doesn’t mean they should be taken lightly. In fact, many suppliers either ignore them or respond in ways that actually hurt their chances later.

Here are some of the most common mistakes and how to avoid them:

• Treating the RFI like a sales pitch - an RFI isn’t the time to oversell or push a product. Buyers aren’t looking for a full proposal, they’re looking for guidance. Keep your tone helpful, not promotional.
• Submitting vague or generic responses - a copy-paste company brochure won’t make an impact. Buyers can tell when a response lacks thought or relevance. Take the time to tailor your input to the RFI’s questions.
• Ignoring the RFI entirely - some suppliers assume RFIs “aren’t worth it” because there’s no contract attached. But by skipping them, you miss your chance to get on the buyer’s radar before the competition does.
• Failing to track or follow up - RFIs can lead to next steps like RFPs or ITTs, often with short notice. If you don’t track deadlines or stay engaged, you might miss the tender when it’s released.

RFIs may be optional, but smart suppliers treat them as a strategic advantage. Responding well can set the tone for everything that follows.

Now, let’s explore how Tendify helps you stay ahead of RFIs, without adding to your workload.

Final thoughts: RFIs are where smart suppliers get ahead

In public procurement, timing is everything. And RFIs are your chance to get in early — before requirements are locked, budgets are set, or competitors are even paying attention.

The companies that consistently win public contracts don’t wait for the official tender. They show up during the information stage. They share knowledge. They ask good questions. And they help buyers shape tenders they’re ready to win.

Tendify helps you do exactly that, without the manual work.

You don’t need to monitor dozens of sites or guess which RFIs might lead somewhere. We highlight the ones that match your business and notify you before the window closes.

From discovery to delivery, Tendify helps you act early, respond smarter, and build long-term public sector growth.