7 Tips on How to Write a Perfect RFP for Website Design

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Whether you’re looking to redesign your existing business website or set up an effective online presence for your startup, you want to partner with a dependable web design and development company. 

And to find a great design agency, you need to craft a comprehensive web design RFP (request for proposal). Thus, this article outlines seven key tips for writing a well-executed RFP for web design.

What is RFP?

RFP is a comprehensive document that states project outlines, vendor requirements, expectations, and all other details regarding a specific project. 

The document represents a formal bid request for a product or service that organizations send to prospective vendors. 

Governmental organizations, corporations, and businesses across industries use RFPs to express their interest in obtaining products or services, determine project guidelines and requirements, and specify fundamental project details.

A well-written RFP minimizes time and resource loss and prevents setbacks in project procedures.

RFP for a Website Design Project

A web design request for proposal is a document that describes your business goals and needs and outlines the scope of work your chosen agency is to have on the website design project.

Web design RFP helps flesh out your ideas for your new website and define the project challenges, issues, and goals before the design process even begins.

Besides helping you define your project objectives, RFP for website design can assist you in comparing the proposals of different agencies in terms of finances, deadlines, tasks, etc.

7 Tips for Web Design RFPs

To help you outline your first RFP, here are seven tips to make the process easier and more productive.

#1 Provide a Project Overview

A project overview is the fundamental element of a website design RFP. At the beginning of your request for a proposal, you need to specify why you are contacting the agencies.

Define your problem (you don’t have a website, your existing website’s traffic or sales are low, etc.) and state your expectations from the project.

Additionally, try to outline the specialists you will need to take part in your project: UX/UI designers, developers, QA engineers, copywriters, SEO strategists, etc. 

Do your best to evaluate the scope of the agency’s involvement, indicate tasks the vendor will be responsible for and define the services you want the agency to provide.

Make sure to be concise in this RFP segment so that prospective vendors understand and determine the best solution for your issue.

#2 Tell Vendors About Your Company

Your company’s background is one of the vital elements of a good RFP. 

Provide information about the history of your company, where you started, and how your products/services are expanding. Moreover, outline the fundamentals of your industry, and tell the prospective vendor more about your company values and culture. 

In addition, define your organization’s target audience and buyer persona. If you already have a web presence, pull the analytics to list current visitors and analyze how well they match your ideal client. 

#3 Illustrate New Website Goals and Requirements

For agencies to draft the best web design proposal for your business, you need to provide a comprehensive overview of how you envision your future website. 

Tell the prospective vendors what it is that you want to achieve with the new website – more sales, greater brand awareness, or establishing your brand as a thought leader. 

Moreover, share the functionalities you’d like your new site to have. For instance, specify the third-party integrations your new website will require, a content management system, and payment gateways to implement. 

Your RFP can include info on the preferred programming language, accessibility features, and more.

However, it’s a common misconception that you need to know the terminology. In reality, you can write that you want users to be able to create their profile, subscribe to your newsletter, or purchase via your site – the agencies will know what to do.

#4 Map Out Project Timeline and Set Deadlines

Even if you don’t have time constraints regarding the date of launching your new website, it’s a smart move to set a deadline for project completion. Moreover, you can divide the project into phases and define milestones to be met by a certain date.

Deadlines are helpful for prospective vendors to understand whether they can meet your demand.

Moreover, deadlines don’t allow your project to linger – either because of the agency’s or your fault. Besides, keeping the project running too long will waste precious time and resources and sap your and your team’s motivation and creativity.

#5 Define Your Project Budget

Be transparent and realistic about the finances you can allocate for your website design project. 

Some companies may feel reluctant to share their budget for fear that vendors will artificially inflate their prices. However, RFPs serve to compare proposals from different vendors, so there’s no real reason to keep your budget a secret. 

In fact, being upfront about your actual budget allows vendors to craft the best web design proposal based on your finances. It enables agencies to maximally customize their services and offer you the most adequate and cost-efficient solution. 

#6 Define Proposal Requirements

Tell the prospective vendors what information their proposal should include. Basically, at this stage, you give instructions to agencies as to what they should include in their proposal. 

Defining proposal requirements is important because, once you collect all project offers from different agencies, you’ll be able to make an apples-to-apples comparison.

Make sure to mention that incomplete proposals won’t be taken into account to ensure vendors craft their offer per your needs.

#7 Outline Criteria for Choosing the Vendor

Last but not least, your web design RFP should include a brief overview of the criteria on which you will decide on the vendor.

Say what aspects of the vendors’ offer will have the biggest impact on your final decision: agency portfolio, expertise in a specific industry or project type, past clients, financial expectations, etc.

Including this information will help prospective vendors to tailor their proposals to your needs and thus help you find the perfect partner for your website design project.


Thanks for reading our list of tips on crafting the perfect design RFP for your clients.

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Thanks again, and have a great rest of your day!

Alex Oger
Alex Oger
Alex is a content developer both by passion and profession. His favorite niche, as well as expertise area, is Digital Marketing. Alex is very ardent about certain interest areas like SEO, Digital strategies, and link building.