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As Weichert’s in-house proposal team, we see and respond to hundreds of relocation RFPs, giving us a unique vantage point into how today’s leading procurement teams are crafting their requests and who is doing it best.

We’re excited to share what we consider the essential steps in constructing an effective RFP that helps you secure a best-fit partner. Let’s get into it:

Laying the Groundwork

The best RFPs are the ones that aim to tell the story of their company, prompting respondents to help write the next chapter. And just like any great performance, setting the stage is key. So before diving into the specifics, do the necessary prep work to ensure that you’re finding the right audience. Here’s how:

✔ Build Your Provider Pool – Seek input from key stakeholders and explore industry directories to identify potential partners.

✔ Narrow the Field – Define your minimum criteria, such as service capabilities, financial stability, global reach, and industry expertise.

✔ Assess Compatibility – Use an RFI to pre-qualify providers based on your priorities.

✔ Verify Financial Health –Review financial records, D&B ratings, and any history of Chapter 11 filings to confirm provider stability – especially important if they are funding your program.

✔ Secure Confidentiality – Protect sensitive data by requiring a Non-Disclosure Agreement (NDA) and an intent to participate before issuing the RFP.

Framing Your Project

Being open and communicative about your organization’s values and focal areas for your RFP ensures alignment between your needs and the responses you receive. This will also help you secure a good cultural fit, helping to drive deeper, more productive partnerships. Ensuring that your timeline is reasonable will help your respondents cast their organizations in the best light. Consider the following:

✔ Clarify Your Goals – Are you looking to increase employee satisfaction, reduce costs, integrate new technology, or align mobility with talent strategy?

✔ Set a Realistic Timeline – Outline clear deadlines for each phase, from RFP issuance to final selection.

✔ Allow Time for Questions – Give bidders ample opportunity to seek clarification.

✔ Specify Response Formats – Ensure providers understand how to submit their proposals and that your system can handle large file submissions.

Defining Scope and Background

Let your bidders get to know your program by describing its future state and what services you’re looking for now and potentially down the line. Providing the right context allows bidders to tailor their responses effectively.

✔ Scope of Work (SOW) – Define what’s in scope and what’s excluded, so providers fully understand expectations.

✔ Background Information – Share key details such as move volumes, top country combinations, average home sale values, and preferred third-party providers.

✔ Level the Playing Field – Distribute all questions and answers to every bidder for a fair and transparent process.

Structuring Pricing for Clarity

Pricing is, arguably, one of the most critical elements of an RFP and one that will be closely scrutinized. So naturally, it always makes us bidders a little nervous, especially when we have to guess the best way to present the cost breakdown. When procurement provides a clear pricing structure, it eliminates a lot of stress on behalf of respondents, AND it makes it much easier to evaluate bids objectively. Win-win!

✔ Provide a Pricing Grid – Align your SOW with a structured pricing template.

✔ Encourage Comments – Allow bidders to explain their pricing methodologies and assumptions.

✔ Clarify Fees – Specify how fees are structured (monthly, annually, or volume-based) to avoid hidden costs.

Asking the Right Questions

Here’s the thing: A concise, well-structured RFP can be just as effective as a lengthy one—without burdening your procurement team or bidders. Instead of overwhelming responders with excessive questions, focus on gathering the essential insights that truly matter. Quality over quantity!

✔ Keep It Focused – A well-crafted RFP typically includes 75-100 targeted questions, depending on the scope.

✔ Avoid Common Pitfalls – Ensure questions are clear, relevant, and designed to extract valuable insights.

✔ Consider Technology – With more mobility processes being digitized, technology can be a game-changer for program planning and budgeting.

Planning for Implementation

Once you’ve made a choice, you’ll need to welcome them aboard. This entails introducing and integrating them into your processes, policies, and teams.

✔ Define the Transition Process – Provide a clear roadmap for onboarding the new provider, including key milestones.

✔ Identify Key Players – Specify roles and responsibilities within both your organization and the provider’s implementation team.

✔ Plan for Success – Ensure all necessary resources and support structures are in place to facilitate a seamless transition.

With growing geopolitical risks and data security concerns, clients are prioritizing providers with robust risk assessment protocols, GDPR compliance, and secure data handling, and their questions reflect this focus.

Karen Kason Weichert Proposal Writer

Ready to Streamline Your Procurement Process?

Crafting an effective RFP doesn’t have to be overwhelming. By following this guide, you’ll be well-equipped to attract top-tier providers and make informed, strategic decisions. Need help along the way? Talk to us!