Request for Information (RFI)
Definition
A preliminary questionnaire sent to potential suppliers to gather facts about their capabilities, capacity, and offerings before running a formal RFQ or RFP.
In Practice
An RFI is the exploratory first step in a sourcing process. It asks suppliers about their products, certifications, production capacity, locations, financial health, and reference customers, without requesting binding prices. The goal is to map the supply market and build a credible shortlist.
RFIs save everyone time. Buyers avoid sending detailed bid packages to suppliers who cannot meet basic requirements, and suppliers avoid preparing full proposals they cannot win. A well-run RFI also uncovers market intelligence, such as new technologies or capacity constraints, that shapes the eventual sourcing strategy.
Example: before sourcing lithium battery cells, a buyer sends an RFI to twelve manufacturers asking about chemistry options, certifications, monthly capacity, and regional plants. Seven respond credibly, four meet the certification bar, and those four receive the follow-on RFQ. The RFI turned an unknown market into a manageable shortlist.
Related Terms
A formal invitation asking suppliers to submit prices for clearly specified goods or services, used when requirements are well defined and price is the main decision factor.
Request for Proposal (RFP)A formal document asking suppliers to propose how they would meet a business need, evaluated on solution quality, capability, and total value as well as price.
Supplier QualificationThe formal process of verifying that a prospective supplier can reliably meet quality, capacity, financial, and compliance requirements before awarding them business.