A template structure for your CRM RFP

Whatever the size of your business, having a suitable CRM in place essential. Not only can it save you vast amounts of time and money but it can allow you to manage your business far more successfully.

However, successful implementation of your CRM means that you need one that is the perfect fit for your company but with so many options available, how you can sort out what is suitable and what is not? One way of tackling this is to create a CRM RFP (request for proposal) to send out to a shortlist of prospective vendors.

If you have never done this before, one way of proceeding is to seek out a CRM RFP template structure online. Many of these are free and provide a list of key questions which you can personalize.  

Here is just one example of a CRM RFP template that you can use - just add in the appropriate details for each numbered section:


1. Summary and background

Here you need to describe what the RFP is for i.e. a CRM system. It is helpful if you can also give some background on your company and a rough guide as to what processes the CRM needs to take care of and which departments will be using it i.e. sales, customer services.

2. Proposal guidelines

In this section you should provide clear guidelines as to what the proposal should contain; be as detailed as you can as you do not want proposals arriving that do not hold all details. Don’t forget to include a timeline for submission of the proposals.

Use this CRM software requirements template to map out your RFP

3. Project purpose/description

This section enables you to go into far more detail with regard to the description of the work to be performed. So that the proposals cover everything required, give as much information as you can as to the functions that will be carried out by the CRM and the purpose. If it needs to be mobile, include this.

4. Project scope

When completing this section, you should provide vendors with general information about the project as a whole, including details of what is required and what is not. Additional works listed here may include things such as moving across large amounts of data from old systems to the new CRM.

5. Project timeline

This is an important section as information about the timeline of the CRM RFP process should be included, as well as of the project generally. You will find that much of the timeline will be dictated by when the project begins and likely dates of the key stages once a vendor is selected. All deadlines and timeframes need to be included here.

6. Budget

With regard to budget and pricing, you should ask vendors to detail their pricing in a certain way so that you can compare like-for-like once all proposals are in. You may decide to refer to specific items and exclude any you do not need.

7. Vendor qualifications

This section is extremely useful as it allows you to detail the criteria that the vendor’s company needs to comply with. You may decide to ask for examples of previous work, case studies, company background, size and any previous companies they have successfully supplied with CRMs within your sector.

8. Proposal evaluation criteria

Finally, this part of the RFP enables you to inform the vendor as to how you will evaluate proposals. Include a list of essential criteria and how they are satisfied. The more information you provide them with, the more likely you are to receive proposals that are complete and in line with what you need.

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Jane Tareen

About the author…

An MBA-qualified professional, Jane specializes in all kinds of copywriting and creative content production. With many years spent working in advertising and publishing, she is also skilled in editorial production and proof-reading. Whilst writing, she has a constant companion in the form of one very large Fox Red Labrador!

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Jane Tareen

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