How To Write A Web Development Request For Proposal And Why It Is Important

Dyachenko Anastasia
Dyachenko Anastasia
CEO at Cadabra Studio. UX expert and business consultant

Website development is one of the activities where misunderstanding may damage everything. So it is strongly recommended to discuss each minor detail with the software development team before the website building is initiated.

An RFP, or request for proposal for website development is the right thing you need. Using an RFP, you will minimize all possible risks and get the most accurate feedback and estimate from the development team. Ok, let’s not beat around the bush. We are going to shed more light on the RFP definition, its purpose, and steps to write the RFP structure wisely.

What Is A Web Development RFP?

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How To Write A Web Development Request For Proposal And Why It Is Important

An RFP is a request for a proposal for any service that contains detailed information about the project, including budget and timelines. Also, an RFP shows goals, project or product requirements, quality criteria, and describes the requirements to a service provider. 

Some people think that RFPs are similar to common email letters with the description of project particularities. Well, an RFP can be a simple email if you need to order a batch of knives. But it won’t be enough for website development. Website design and development RFPs should contain a lot of necessary information. 

The development of a website cannot be estimated within one hour. The development team needs to consider every minor detail since it may have a significant impact on the final quote. That is why you should build a request for a proposal. Website development costs will be estimated more precisely and faster. Besides, an RFP allows developers to understand better what your website should represent. 

The Purpose Of An RFP And Its Importance

As it is clear of the previous section, an RFP implies the detailed description of the future website requirements or requirements for the redesign if you already have a website, and you want to give it a second wind. The purpose of an RFP is to provide the web development team with all the features and particularities of your website. 

Are you not sure about the proper list of requirements your website may need? This is not a problem. A troubleshooting Cadabra Studio company will help you deal with it, just contact us!

The request for proposal helps save time since you don’t need to spend your time on additional meetings, discovering details of your project. Thus, it is a useful option both for developers and for clients. Besides, when you are writing an RFP, you dive deeper into your project, you understand better what you need, and you formulate your demands more accurately. 

When You Need A Request For Proposal

An RFP is an ideal option when you want to create a new website or improve the existing one and make a redesign, but you haven’t found a service provider yet. However, even if you already made a choice and you know what company you want to entrust the project to, a request for proposal makes it possible to take all options into account. 

An RFP for website development paves the way for building better relationships with a software development company. The company follows your demands, accurately implements your quotes, and everything is performed much faster. And you, as a business owner, know that time is money, so the development process may be initiated as early as possible. 

A Website Development RFP And Technical Description: The Difference

There is a chance that requests for proposal can be confused easily with technical descriptions (TD). Some readers may consider an RFP as a short version of a TD, but it is a wrong conception. Let’s clear the situation out. 

A request for proposal implies the project description, its conditions, budget, deadlines, etc. Its main goal is to receive a precise estimate from the development company and its business proposal. While a technical description is a document that was drawn up with a particular service provider, and it contains the conditions previously agreed between two parties.

So a TD and an RFP have different goals, they are not the same. A TD is used already after initial negotiations, while an RFP is sent to providers who even haven’t seen your project before.   

How To Create A Website Design RFP: Steps And Template

Now we need to answer your question like “how do I create an RFP for my website?”. An RFP for web design and development can be created quickly, especially when you have a form to fill. You will find a link to the website development RFP template at the end of the article. And here we will cover the steps on how to write a website RFP.

Add The Overview Of Your Business

For a start, describe your business history and what your business provides people with. Software development company may get your ideas better when it delves deeper into the industry of your business, its peculiarities, and capabilities. Besides, even if you just start your business, describe your plans and current marketing situation — it also plays a crucial role in further website development. 

Describe Your Project

Here you pay rapt attention to all the details of your new website (or the redesign of an existing site). If it is a new website, describe what features it should have, how you see it, so this point is the main in the web design request for proposal. Tell your potential developers what you want them to implement. 

Apart from the website, you may need mobile apps as well. Don’t hesitate to share this information with the Cadabra Studio team — our staff includes both web and mobile developers. Get in touch with us.

Describe Your Target Audience

This point is also vital since the development team needs to know the target audience that will use your website. So, research before you write an RFP because if you target the right audience, it will increase the chances for success. And the understanding of a target audience will help developers and UX/UI designers choose the right approach to development & design. 

Define Your Goals

Determine what goals you plan to achieve with a new or improved website. What challenges exist and how your project may assist the target audience in dealing with these challenges. The more clear goals you have, the higher the chances are that your project will be successful. 

Outline The Existing Website And Reasons For Redesign

If you want to improve the existing website, mind to describe your requirements  first, make sure that developers and designers can look them through in detail. Describe all do’s and don’ts of your website and list all the reasons to redesign your website. It doesn’t generate the required amount of leads, it is outdated, or it lacks some features, etc. Why do you want to enhance the existing website? Add this info to your request for a proposal for website design. 

Detail The Requirements For A New Website

This point allows the development company to estimate the cost of website building or redesign. It is essential, so add the list of must-have features for a new website along with additional features. Also, mention what design particularities you need, outline content and SEO strategy, and other related information. 

However, you may face some obstacles when you create a plan for your future website and its features. Thus, you need to find a troubleshooting company that can assist in the web development strategy and build the right approach to your website creation. The Cadabra Studio team has substantial experience in making excellent software.

Build A Sitemap Structure

Properly built user experience is half the battle. Of course, it doesn’t mean that you need to create the UX of your website before you contact a software development team. But it is recommended for you to make a few sketches and draw a rough sitemap of the website. That is, pages like Contact us, Blog, Portfolio, About are usually available on many websites. 

So think about this issue, in case you need any guidance our specialists at Cadabra Studio will always help you build the right structure. 

Reveal The Budget Details

Include your budget details, describe what budget range you may afford. The team will consider these details when it comes to a detailed estimate. Even if you don’t know how much money you will need to invest in the development of a new website or redesign, the company will know your expectations. 

Cover The Project Timelines

Mention when you would like to receive a business proposal with an estimate from a development company. Also, if you have a specific date when you want a website to launch, indicate it. But don’t forget that website development is not an immediate process. So be realistic, high quality is not equal to the fast development process.

And, finally, don’t hesitate to ask. Questions mean you want to know more, and each detail may play a key role. So add your questions at the end of your RFP.

A Web Development RFP Template

We want to simplify the process of the RFP writing, so we added a website RFP example, and you can find it if you click on this link. The template will help you create an RFP for website design and development faster, and it will save you time. Also, if you have some sections and points you would like to add, feel free to modify the template per your needs. 

Let’s wrap up. With this guide, you can write an ultimate RFP for website design and development 2021. However, you may still come up with many questions since the software development world doesn’t stand still, and everything is changing every day. Send us your RFP or drop a line right now if you need a troubleshooter — our Business Development consultants are standing by!

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