Fulfillment RFP vs. RFI: What's the Difference and When to Use Each

If you're starting a 3PL search, you'll run into both terms quickly. Fulfillment RFP vs. RFI is a distinction that matters more than most teams realize. Using the wrong document at the wrong stage doesn't just waste time. It sends the wrong signal to providers and muddies your evaluation before it begins. This post explains what each document is, how they differ, when to use each one, and how they fit together in a well-structured selection process. --- ## What Is an RFI? RFI stands for Request for Information. It's a structured document used early in a provider search to gather baseline information about a set of potential partners. The goal isn't pricing or commitment. The goal is understanding. An RFI typically covers: - Company background and ownership structure - Facility locations, square footage, and capacity - Technology stack and WMS capabilities - Industries and client types served - General service offerings An RFI is a research tool. You're not asking a provider to commit to anything. You're asking them to describe who they are and what they do so you can determine whether a deeper conversation makes sense. --- ## What Is an RFP? RFP stands for Request for Proposal. It's a more detailed, formal document sent to a shortlist of providers who have already been vetted as plausible candidates. The RFP asks for specifics: pricing, SLAs, implementation timelines, and proposed solutions tailored to your requirements. An RFP typically covers: - Detailed pricing by service line (receiving, storage, pick and pack, outbound shipping) - Service level agreement commitments with defined metrics - Technology integration requirements and how the provider meets them - References from comparable clients - Transition planning and onboarding timelines An RFP is a commitment request. You're asking providers to invest meaningful time building a proposal, and in return you're signaling that you're serious about selecting one of them. --- ## The Core Difference Between a Fulfillment RFP vs. RFI The most important distinction is this: an RFI narrows your universe, and an RFP evaluates your shortlist. An RFI is broad and exploratory. It's appropriate when you don't yet know which providers have the capacity, geography, or capability to serve your business. It lets you gather structured information from a large group without asking any of them to do significant work. An RFP is focused and specific. It's appropriate when you've already determined that a set of providers could plausibly serve your business, and you want them to demonstrate how. The RFP is where comparison happens. Skipping the RFI and going straight to an RFP sounds efficient, but it usually isn't. You end up sending a detailed, time-intensive document to providers who aren't a fit, which wastes their time and yours. It also means your shortlist hasn't been properly filtered, so your RFP responses are harder to compare in a meaningful way. --- ## When to Use an RFI Use an RFI when any of the following are true: **You're starting from scratch.** If you don't have an existing provider list and haven't recently evaluated the 3PL market, an RFI helps you quickly build a picture of who's operating at the scale and capability level you need. **Your requirements aren't fully defined.** An RFI can also help you learn. Provider responses often surface capabilities or service models you weren't aware of, which can inform how you shape your eventual RFP. **You're evaluating a large field.** If you're considering 15 or more providers, an RFI lets you gather baseline data efficiently before investing in a full RFP process with a smaller group. A well-structured RFI typically takes providers one to two hours to complete and takes your team a day or two to review across a full field. --- ## When to Use an RFP Use an RFP when: **You have a shortlist.** A good RFP shortlist is typically five to eight providers. These are organizations that passed an initial screen, whether through an RFI, referrals, or prior knowledge, and have demonstrated they can plausibly serve your business. **Your requirements are clearly defined.** The RFP is where you put your shipping data, volume projections, special handling requirements, and integration needs in front of providers and ask them to respond specifically to what you've shared. Vague RFPs produce vague proposals. **You're ready to move toward a decision.** Sending an RFP signals to providers that you're in an active selection process. If you're not ready to make a decision within 60 to 90 days of sending it, wait. --- ## Can You Skip the RFI? Yes, in some cases. If you've recently gone through a 3PL evaluation and have an existing, vetted shortlist, you may not need an RFI at all. You already have the baseline information. Go straight to the RFP. If your network and industry relationships give you high confidence in a small set of providers, skipping the RFI is reasonable. Just make sure your shortlist is genuinely based on fit, not familiarity. The RFI is a means to an end. If you already have what it's designed to produce, you don't need it. --- ## How They Fit Together in a Structured Process In a well-run fulfillment selection process, the RFI and RFP work sequentially. The RFI produces a qualified shortlist. The RFP evaluates that shortlist in depth. Together, they give you a structured path from a broad field of potential providers to a confident, data-backed decision. The temptation is to skip steps to move faster. But a rushed RFP sent to unvetted providers produces low-quality responses and difficult comparisons. And a thorough RFI that never leads to a focused RFP just produces a folder of documents that never inform a decision. Both documents serve a purpose. Knowing which one to use, and when, is what separates an organized process from one that runs long, loses momentum, and ends in a decision made on gut feel instead of data.