How To Write An RFP For Freight Procurement (RFP Template)

Freight procurement is no walk in the park – or, rather, no drive down an empty highway. With BSAs, spot rates, dynamic quoting, and more acronyms than your average government office, crafting the right RFP (Request for Proposal) can feel like trying to assemble IKEA furniture with no manual and three missing screws. Whether you’re looking for solutions in freight rate management, online quoting, sales portals, market intelligence, or tender procurement, the RFP process is your chance to find a partner who aligns with your goals.

So, here’s how to ensure your RFP is compelling, insightful, and delivers the results you need.

Strategies for Writing a Compelling RFP

Before we dive into what to look for in a provider, let’s talk about the RFP itself. Your RFP should be a magnet for great responses, not an overcomplicated, jargon-filled essay that vendors run from. The key? Structure, clarity, and the right questions.

So, let’s break it down.

What is an RFP for Freight Procurement (and Why Does It Matter)?

A Freight Procurement RFP is a structured document that helps shippers, forwarders, and logistics teams compare vendors efficiently. Think of it as your cheat code for smarter procurement – helping you:

• Streamline vendor selection by setting clear expectations upfront.
• Optimize freight rates by gathering competitive bids.
• Ensure operational alignment by vetting capabilities like multimodal support, real-time rate updates, and contract flexibility.

RFPs aren’t one-size-fits-all. Different types cater to different needs:

• Ocean Freight RFP – Ideal for securing FCL/LCL rates and carrier partnerships.
• LTL Freight RFP – Designed for domestic, cost-efficient, less-than-truckload shipments.
• Logistics RFP – Covers end-to-end supply chain management, from warehousing to last-mile delivery.

By using a structured Freight RFP Template, you ensure consistency across vendor responses, making comparisons easy, fair, and data-driven.

What Should Be in Your Freight Procurement RFP?

A great RFP is clear, structured, and focused on what matters most. Here are the essential elements to include:

1. Service Scope & Shipment Details

Define exactly what you need. Are you sourcing for air, ocean, ground, rail, or all of the above? What are your key trade lanes, shipment sizes, and transit time requirements? Clarity here avoids unnecessary back-and-forth.

2. Freight Volumes & Expected Rates

Set expectations upfront. Are you looking for contract rates, dynamic pricing, or a hybrid model? Provide historical shipment volumes and expected traffic to ensure accurate pricing proposals.

3. Vendor Evaluation Criteria & Procurement Timelines

What matters most – cost savings, speed, scalability, or technology integrations? Lay out your priorities, along with response deadlines, demo expectations, and a clear evaluation process.

4. Terms, Conditions & Compliance

Cover regulatory requirements (ISO, SOC2, GDPR), liability terms, and any sustainability criteria like CO2 tracking or green logistics commitments.

5. A Standardized RFP Format for Easy Comparisons

Using a structured Freight RFP Template in Excel or a 3PL RFP Template ensures vendors respond in a consistent format, making side-by-side comparisons effortless.

How to Write an RFP That Gets the Best Responses

The best RFPs don’t just ask for vendor capabilities – they ask the right questions to separate true innovators from the rest. Here’s how:

Step 1: Align Your RFP with Your Freight Procurement Goals

Are you looking to cut costs, improve quoting speed, or streamline workflows? Define your core priorities so vendors can tailor their proposals accordingly.

Step 2: Use Technology to Your Advantage

RFPs are only as strong as the data behind them. Leverage freight rate management systems to access accurate, real-time rates and historical trends.

Step 3: Ask the Right Questions (No Fluff, Just Facts)

Here are a few critical areas to focus on:

• Freight Rate Management: How do they handle static and dynamic rates? Can they manage complex hybrid pricing models?
• Online Booking: Do they support 24/7 dynamic rate updates, contract and spot rates, and special shipments like perishables or hazardous materials?
• Sales Portals: Can they integrate with CRM systems and provide multilingual quoting?
• Market Intelligence: What benchmarking and forecasting tools are available?
• Security & Compliance: Are they ISO-certified or SOC2-compliant? How do they ensure data protection?

Step 4: Use Templates to Save Time & Reduce Errors

A standardized Logistics RFP Template ensures clarity, reduces manual work, and makes vendor comparisons easy. (Bonus: We’ve already built one for you, built on insights from 5,000+ forwarders and shippers – download it here.)

Step 5: Shortlist Vendors Smarter

Once responses roll in, use a weighted scoring system to evaluate vendors. Need contract rates but also want real-time spot quoting? Prioritize vendors that offer both. Looking for seamless TMS integration? Rank that higher.

RFPs Done Right: More Than Just Questions

A well-crafted RFP isn’t just a list of questions – it’s a strategic tool that helps you choose the right partner, streamline freight procurement, and future-proof your logistics.

By aligning your RFP with your business goals, leveraging smart templates, and focusing on key evaluation criteria, you’ll attract top-tier vendors and get the most competitive, transparent, and efficient solutions for your freight needs.

Getting the Most from Your Provider

Once your RFP is in vendors’ hands, how do you evaluate the responses? Here’s what to prioritize when selecting your freight management partner:

1. Freight Management Capabilities

• Does the provider support all necessary freight modes (air, ocean, ground, rail) in a single system?
• Can they handle both static and dynamic rates, including hybrid pricing models?
• How do they ensure rate accuracy and consistency across carriers and regions?

2. Quoting & Booking Efficiency

• Do they offer real-time quoting with automated rate updates?
• Can their platform streamline eBookings, reducing back-and-forth with carriers?
• What integrations are available for CRM, TMS, and sales portals?

3. Market Intelligence & Data Insights

• Does the provider offer real-time benchmarking, forecasting, and analytics?
• Can they provide lane-specific rate comparisons and historical pricing trends?
• How frequently is their data updated, and what are its sources?

4. Tender Procurement & Sustainability

• How does the system manage RFQs, eAuctions, and contract negotiations?
• Do they support CO2 emissions tracking and other sustainability initiatives?
• Can they automate tendering workflows to save time and reduce manual errors?

5. Transparency & Collaboration

• Does the platform provide centralized rate and shipment visibility for all teams?
• How easy is it to compare vendor proposals side by side?
• What tools are available for multi-user access and permissions control?

6. Scalability & Flexibility

• Can the platform grow with your business – adding new capabilities as needed?
• Does it allow for modular features, or is it a one-size-fits-all system?
• How adaptable is it to custom workflows, integrations, and pricing structures?

7. Security & Compliance

• Is the provider ISO-certified, SOC2-compliant, and GDPR-ready?
• What security measures are in place to protect sensitive rate and shipment data?
• Do they have a track record of reliability, backed by case studies and customer success stories?

The Bottom Line

Creating a winning RFP is about more than just asking questions – it’s about asking the right questions. By focusing on unified freight management, actionable market intelligence, and robust sales tools, forwarders can simplify their operations, improve customer experiences, and stay ahead in a competitive market pricing.