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ERP Vendor RFI Letter Template (Request for Information)

A request for information is the light first step before an RFP. It lets you collect basic product, pricing and partner details from many vendors cheaply, then decide who deserves a full RFP. This template produces a ready to send letter.

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Company name

Industry

Sites and countries

Estimated named users

Current system

RFI contact name and email

Response deadline

Next stage

Key questions

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ERP Vendor RFI Letter Template

Request for Information: ERP Platform

From: Acme Precision Ltd Contact: Jane Smith, ERP Project Lead, erp-project@example.com Response due: 2026-12-04

1. Purpose

Acme Precision Ltd is evaluating enterprise resource planning solutions to replace a 15 year old on-premise ERP with heavy customisation. This request for information helps us build a shortlist. It is not a request for proposal, it is not a commitment to purchase, and it does not create any obligation on either party.

2. About us

Acme Precision Ltd operates in precision machining and aerospace components. We run 3 plants in the United States and 1 in Mexico, with approximately 250 named ERP users.

3. Information requested

1. Describe your product, version and deployment options. 2. List five customers in discrete manufacturing of similar size. 3. Describe your implementation partner model in our region. 4. Provide indicative pricing structure: subscription or licence, and typical services ratio. 5. Describe your product roadmap for the next three years. 6. Describe your approach to traceability and compliance in regulated manufacturing.

4. Response format

Please respond in no more than 15 pages plus appendices, in PDF. Answer in the order of the questions above. Where a capability depends on a partner or add-on product, say so clearly. Indicative pricing is welcome and will be treated as non-binding.

5. Process and next stage

Questions about this request must be sent in writing to the contact above. Answers that matter to all vendors will be shared with every recipient without naming the asker. After review, the next stage is: Shortlist invited to RFP. Vendors will be told of the outcome in writing.

6. Confidentiality

Information in this letter is confidential to the recipient and must not be shared outside your response team. Your response will be treated as confidential and used only for this evaluation.

Issued by

ERP project lead / Date

Procurement / Date

A starting point, not legal advice. Have your procurement or legal team review confidentiality wording and any local public procurement rules before sending, especially for public sector or defense related bodies.

Technical RFI questions for AI and data

Optional: get a short set of extra questions on data access, AI and integration to add to your RFI.

Optional. The tool and every export work without this. No spam.

How to use the template

Enter your company, sites, user count, current system and response deadline, and edit the question list. The preview shows a complete letter. Export to Word to adjust tone or add a vendor specific cover note, or to PDF to send as is. Send the same letter to every vendor and log who received it and when.

Keep the RFI to fewer than 10 questions
State clearly that it is not an RFP or a commitment
Give one named contact for all questions
Set a deadline of two to three weeks

RFI versus RFP

An RFI asks what a vendor offers and whether it is a plausible fit. An RFP asks the vendor to propose a specific solution against your detailed requirements, with binding prices and terms. Use an RFI when you have more than five candidates or little market knowledge. Skip it if you already have a three vendor shortlist and a complete requirements document, because it only adds delay.

Questions that separate vendors

Ask for facts a vendor must answer concretely: current version and release cadence, deployment options, named customers of similar size and industry, implementation partners in your country, licensing model, typical services to software ratio and the roadmap. Avoid asking whether the product supports MRP or general ledger, since every vendor will say yes. Instead ask how they handle your hardest process, such as engineering change control with serial traceability.

Common mistakes

Do not send a forty page questionnaire as an RFI, because strong vendors will decline to answer. Do not hide your budget range if it would save everyone time. Do not promise a decision date you cannot meet. And do not accept answers by phone only; written responses are what you compare later and what protect you if a claim turns out to be wrong.

Frequently Asked Questions

Is an RFI legally binding?

No. A properly written RFI states that it is for information only and creates no obligation to buy or to continue the process. Vendor answers are also typically non-binding. Confirm wording with your legal team if your rules require it.

How long should vendors have to reply?

Two to three weeks is typical for an RFI. Shorter periods give weaker answers because vendors prepare custom responses. Longer periods slow the project without improving quality.

Do I need an RFI if I already know my shortlist?

Often not. If you have three or four named vendors and a requirements list, go directly to the RFP. The RFI is useful when the market is unfamiliar, for example a new region or a new type of ERP.

Should I include pricing questions?

Yes, ask for an indicative structure rather than a quote: licence or subscription model, typical users range and services ratio. Treat the numbers as rough and confirm in the RFP.

If AI, reporting or data access over your current ERP is part of your requirements, Netray can supply a short list of technical questions to add to your RFI.

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