An RFP, or Request for Proposals, is a formal invitation asking qualified organizations to submit proposals in response to a defined need, program or scope of work. The term is used across grants, philanthropy, government programs, research, procurement and contracting, so applicants must identify what kind of funding relationship the issuer is actually offering.
That distinction matters. An RFP may describe a grant where the recipient designs and delivers a mission-aligned project, or it may describe a contract where the buyer is purchasing defined services. The document itself—not the acronym—tells you what obligations apply.
What should NGOs check in an RFP?
- Purpose and scope.
- Eligible organizations.
- Required deliverables or outcomes.
- Funding amount or contract value.
- Project period.
- Mandatory qualifications.
- Evaluation criteria.
- Required forms and attachments.
- Submission route and deadline.
- Questions or clarification process.
RFP vs NOFO
A NOFO is a common U.S. federal term for a funding announcement. RFP is broader and may be used by foundations, NGOs, companies, governments and research institutions. In both cases, the safest approach is to treat the official document as the controlling instruction set.
RFP vs tender
A tender normally focuses on purchasing goods or services under procurement rules. A grant RFP normally focuses on supporting an eligible organization to pursue an agreed public-benefit or program objective. Some organizations use overlapping terminology, so examine the payment structure, ownership, deliverables and contractual terms.
How to respond strategically
Do not begin with your standard organization profile. Begin with the issuer’s problem and scoring logic. Map every required question, deliverable and evaluation criterion to a proposal section. Then identify the evidence your organization needs to prove capability.
If the RFP requires attachments, follow the issuer’s file and format rules precisely. Grants.gov notes that agencies can impose different attachment types, size limits and naming rules.
Common RFP mistakes
- Responding to a procurement RFP as if it were a grant.
- Ignoring mandatory qualifications.
- Writing a generic proposal instead of responding to the scope.
- Failing to mirror the evaluation criteria.
- Submitting missing or incorrectly named attachments.
- Leaving partner roles unclear.
Use the Grant Requirement Matrix to map every instruction before drafting.
Frequently Asked Questions
Is every RFP a grant?
No. RFPs are also widely used for procurement and contracting.
Can an NGO respond to an RFP?
Yes, if the eligibility and legal conditions permit it.
What is the most important part of an RFP?
Eligibility comes first. After that, focus on the required scope and evaluation criteria.
Should I reuse an old proposal?
You can reuse verified organizational information, but the response must be built around the current RFP.
What if the RFP is unclear?
Use the official clarification mechanism rather than making assumptions.
Conclusion
An RFP is an invitation to respond to a specific need under defined rules. The strongest response starts by understanding the funding relationship, then maps the proposal directly to the issuer’s requirements, evidence and evaluation logic.
Put this guide into practice
Free resource: The Nonprofit Funding Playbook. Use this free guide to apply the article’s advice to your next funding decision or application.
Optional paid resource: Nonprofit Grant Proposal Templates. Proposal, concept note, budget, logframe, M&E and donor-document starting points. Review the product details and current price before purchasing.