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It was a Monday morning and I was already late to a procurement meeting.
Not just because of traffic, but because I’d spent the previous night re-reading an RFP document that should’ve been airtight—but wasn’t. We’d asked vendors to bid on a system we barely understood ourselves. Half the questions were copy-pasted from an old template. The rest? Vague. No clarity on success metrics. No room for nuance.
I could see it coming: a dozen flashy proposals, all missing the mark.
And sure enough, when they arrived, they were beautifully packaged—just not aligned with what we actually needed. That project? Took six months longer than planned and cost us 2x the budget.
That’s when I realized: the request for proposal (RFP) process isn’t just paperwork. It’s strategy. If it’s flawed at the start, you’re screwed by the finish.
So let’s talk about what goes wrong—and how to avoid those landmines.
So let’s talk about what goes wrong—and how to avoid those critical RFP pitfalls.
We’ve all done it. Open an old Word doc, swap out a few lines, and boom—RFP sent.
But here’s the thing. Vendors know when an RFP has been recycled. It’s like sending a mass email with “Dear [Insert Name].” You’re asking them to commit serious time, yet you’re not even tailoring your ask.
In my experience, this alone cuts your chances of finding the right solution through the vendor selection process by half.
Note: According to Loopio’s 2023 RFP Benchmark Report, nearly 42% of companies still rely heavily on copy-paste methods for RFP documentation. That’s not a strategy. That’s survival mode.
If you're sourcing something nuanced—like Intelligent Document Processing—you need to go deeper. Which brings us to the next point.
This is one of the biggest RFP mistakes to avoid.
Saying you want an “AI tool that automates documents” isn’t helpful. What kind of documents? Structured? Semi-structured? PDF scans from 2005? Are you handling invoices? Legal contracts? Onboarding forms?
The more specific you are, the better the proposals.
Expert Opinion: Vendors actually prefer detailed RFPs. It lets them qualify themselves faster, tailor responses, and be honest about fit.
I’ve seen teams skip the internal talk and jump straight to sending out RFPs. Then procurement gets something different from what ops needs. Or IT suddenly vetoes the entire thing three weeks in.
Before going external, align internally as part of your RFP strategy:
Miss this, and you’re inviting common RFP errors that will haunt the project down the road.
Ever seen an RFP ask for responses in 3 days? I have. Twice.
Vendors worth their salt need time to craft thoughtful responses. Rush them, and either they won’t respond—or they’ll send generic fluff.
According to RFPIO’s 2024 report, 56% of vendors say tight timelines are a top RFP challenge and a top reason they skip responding to RFPs.
If your goal is quality, give them space. Seven to ten working days is a fair window.
“We’ll choose the best fit.” Cool. But based on what?
Cost? Experience? Technical features? Implementation timeline? Vendor vibe?
Ambiguity here causes trouble. Vendors don’t know what to focus on. Reviewers argue over priorities. Decision-making gets murky.
To avoid these common RFP errors, lay out the criteria upfront. Even weight them if you can. It shows vendors what you care about—and makes scoring way easier.
Let’s say you're sourcing an IDP (Intelligent Document Processing) tool. You’ll want to include a very different set of questions compared to, say, an office furniture vendor.
Here are a few Intelligent Document Processing RFP tips I’ve picked up:
One vendor we spoke to claimed “cutting-edge AI” but couldn’t handle handwritten forms. Another had 98% accuracy on structured docs—and showed us proof. Guess who got the deal?
Some teams treat RFPs like sealed exams. No questions, just answers.
But a Q&A window is actually where you learn the most. The smartest vendors often come back with clarifying questions that challenge your assumptions—and help refine your scope.
Not giving space for that? That’s one of the quieter RFP mistakes to avoid.
Vendors put in a lot of effort. And yet, most never hear back after submission.
Even a short follow-up email with basic feedback can build goodwill. Who knows—you might work with them in future cycles.
Plus, it helps you too. I once got feedback from a losing vendor that our technical criteria were “too shallow.” That stuck with me. Next time, we did better.
Especially in enterprise tech, overlooking this is dangerous.
You need to ask:
These questions are essential, especially if your documents involve finance, healthcare, or personal data.
This isn’t about paranoia. It’s about risk mitigation. And it’s one of those Intelligent Document Processing RFP tips that often gets ignored.
It’s tempting. A vendor comes in 40% cheaper. You start doing math. Maybe the bells and whistles aren’t necessary?
But in 9 out of 10 cases I’ve seen, the cheapest proposal turns out to be more expensive later—due to gaps in service, poor support, or tech debt.
Be price-conscious, not price-driven.
Most RFP disasters are avoidable. They don’t come from malice or stupidity. Just speed, silos, and assumptions.
When it comes to RFP errors, here’s what I remind myself:
That shift changes everything.
FAQs: Common RFP Mistakes to avoid, Errors & Tips
1. What are the most common RFP mistakes which can be avoided?
Vague requirements, unrealistic timelines, skipping internal alignment, and choosing the lowest bidder without deeper evaluation.
2. Why do most RFPs fail?
Lack of clarity and poor scoping. Many RFPs don't reflect the true needs of the business or fail to engage stakeholders early.
3. How can I avoid common RFP errors in tech procurement?
Be specific about use cases, ask for real metrics, define evaluation criteria, and allow vendor Q&A.
4. What questions should I include in an IDP RFP?
Accuracy benchmarks, OCR capability, system integration, compliance details, and vendor experience with similar clients.
5. How long should I give vendors to respond to an RFP?
7 to 10 working days is ideal. Less than that reduces quality and participation.
6. Are there Intelligent Document Processing RFP tips for enterprises?
Yes. Define document types, prioritize error handling, and evaluate based on real-world benchmarks.
7. How can I ensure internal alignment before sending an RFP?
Hold a pre-RFP kickoff with all stakeholders—finance, ops, IT—to agree on goals, pain points, and evaluation criteria.
8. What’s the risk of reusing an old RFP template?
Vendors may ignore it, or worse, give misaligned responses. It also reduces your chances of finding the right solution.
9. Should price be the main factor in selecting a vendor?
No. Price is important, but total value—including support, quality, and reliability—matters more long-term.
10. How does Staple AI support enterprises during the RFP process?
Staple AI provides accurate IDP benchmarks, helps frame better RFP questions, and aligns solutions with enterprise needs.
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