How to Make Your RFI Response Unforgettable

Responding to a request for information (RFI) might seem like a low-stakes exercise, but don’t be fooled. RFIs are often the first step in shaping a government agency’s procurement strategy, and they can set the tone for future requests. Yet, many companies miss the mark by providing fluffy marketing language, irrelevant capabilities, unsolicited opinions, or worse, too much information about their solution.

Here are six steps you can take to make your RFI response count—and position your company for success when the real competition begins.

1. Stick to the Script

The number one rule for RFI responses? Answer only what the government asks. If the agency requests capabilities in cybersecurity monitoring, don’t include your experience in IT staffing. Respond to each question with concise, substantive input that directly aligns with the RFI’s structure. The government isn’t looking for a company brochure; they want data to validate their internal research and decision-making.

2. Provide Value, Not Fluff

Government evaluators often read dozens of RFI responses. Make yours stands out by providing real substance:

• Include quantifiable performance metrics.
• Describe relevant past performance examples.
• Offer insights into proven technical approaches or risk mitigation tactics.
• Demonstrate credibility through evidence.

3. Understand the Agency’s Intentions

While some RFIs genuinely gather market intelligence, others are used to validate preconceptions or justify a specific direction, such as choosing a preferred contract vehicle, setting NAICS codes, or selecting a particular solution or product. Read between the lines. If the RFI seems tailored to a competitor’s capabilities or a particular solution, it may indicate the agency already has a plan in mind.

4. Don’t Provide too Much Information

Be careful not to include excessive details about your solution, especially proprietary methods or innovations. Oversharing can unintentionally expose your approach to competitors, particularly when RFI responses are made public or shared across agencies. Protect your intellectual capital by focusing on what the agency asks for and saving detailed solutioning for later stages of the acquisition.

5. Use Alternate Channels to Influence Acquisition Strategy

Don’t try to force recommendations into your RFI response if the agency didn’t request them. Instead, use other channels, such as industry days, one-on-one meetings, white papers, or unsolicited capability briefings to recommend:

• Preferred contract vehicles (e.g., GWACs, schedules)
• NAICS codes and small business set-asides
• Scoring approaches or evaluation criteria

Let your RFI response build credibility and open doors, but use follow-up conversations to shape the bigger picture.

6. End with a Call to Action

Close your RFI response by offering a follow-up meeting. Position your company as a proactive partner willing to provide deeper insights. Even if the agency declines, it shows initiative and interest, which can help you stand out when the final solicitation drops.

Conclusion

RFIs are more than just fact-finding—they’re foundation-setting. Treat each one as an early audition. Answer only what’s asked, focus on substance, and lay the groundwork for deeper engagement. With the right approach, your RFI response can shape acquisition strategies, build evaluator trust, and improve your win probability long before the RFP hits the street. Contact us if you need assistance writing RFI responses.

Relevant Information

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By Brenda Crist, Vice President at Lohfeld Consulting Group, MPA, CPP APMP Fellow

Lohfeld Consulting Group has proven results specializing in helping companies create winning captures and proposals. As the premier capture and proposal services consulting firm focused exclusively on government markets, we provide expert assistance to government contractors in Capture Planning and Strategy, Proposal Management and Writing, Capture and Proposal Process and Infrastructure, and Training. In the last 3 years, we’ve supported over 550 proposals winning more than $170B for our clients—including the Top 10 government contractors. Lohfeld Consulting Group is your “go-to” capture and proposal source! Start winning by contacting us at www.lohfeldconsulting.com and join us on LinkedIn, Facebook, and YouTube^(TM).