Operations · 20 min

Write a supplier or software RFP that gets answers you can compare

Word

Short answer: In Word, reference your requirements and a past RFP and ask Copilot for an RFP with overview, scope, numbered questions, a required response format and how you'll score answers. Then ask for a short email to suppliers. A fixed response format is what makes the answers comparable.

Last checked against Microsoft docs: Oct 21, 2026

An RFP sets up every negotiation that follows. Clear questions and a fixed answer format mean you compare suppliers on the same terms instead of on who wrote the nicest PDF. Running a clean sourcing process saves real money, and leaders notice who did it.

A common situation (composite)

We need quotes from four suppliers.
Last time each one answered in a different format.
Comparing them took longer than writing the RFP.

What you get

Data: your business requirements and a past RFP if you have one.
Does: drafts the RFP, scoring criteria and supplier email.
Output: an RFP document and an email draft.
How often: every time you source a supplier or service.

Before you start

Needs: Microsoft 365 Copilot to reference files, or Microsoft 365 Copilot Chat with pasted text. Not sure what you have? Start here.
Microsoft's label for this scenario: Microsoft 365 Copilot and Copilot Studio.
Where: Copilot in Word.
Access: Copilot only uses content you already have permission to open. Use only information your company allows in Copilot.

The steps

Gather your requirements and a past RFP your team liked.
Run the prompt in Word with the files referenced.
Have procurement and legal check terms and dates.
Run the follow-up for the supplier email.
When answers come back, use the vendor comparison guide.

Copy this prompt

Using [requirements doc] and [past RFP] as a model, draft a supplier RFP for [what we're buying]:
- Overview of our company and why we're buying (5 lines)
- Scope of work, in and out
- Numbered questions grouped by: capability, delivery, support, security, pricing
- Required response format: answer each question by number, plus a pricing table with these columns: [list]
- How we'll score answers (criteria and weights)
- Timeline: questions due, responses due, decision date

Don't add legal terms. Mark anything that needs legal or procurement input as NEEDS REVIEW.

(Prompt from stuckwithcopilot.com/guides/supplier-rfp/)

Make it better

Run this next, in the same chat.

Draft a short email to the suppliers inviting them to respond. Include the deadline, where to send questions, and the one thing that will get a response disqualified (for example, not using the required format). Under 120 words.

(Prompt from stuckwithcopilot.com/guides/supplier-rfp/)

Data tip: use this with your work Copilot, and leave out passwords, payment details and anything your company marks restricted.

What a good result looks like

Questions are numbered and grouped, suppliers know exactly how to answer, and legal or pricing terms are marked for review instead of invented.

If a feature is missing

Without a past RFP, ask Copilot for the section list first, agree on it with your team, then fill each section.

Make it smarter

Keep a short "What it got wrong" note. Paste it above the prompt next time, like "Don't invent dates".

Not sure what to ask? Copy the quick note for your Copilot admin.

Questions people ask

Write a supplier or software RFP that gets answers you can compare?

In Word, reference your requirements and a past RFP and ask Copilot for an RFP with overview, scope, numbered questions, a required response format and how you'll score answers. Then ask for a short email to suppliers. A fixed response format is what makes the answers comparable.

What do I need for this?

Microsoft 365 Copilot to reference files, or Microsoft 365 Copilot Chat with pasted text. Without a past RFP, ask Copilot for the section list first, agree on it with your team, then fill each section.

I'm buying software, not services. Does this still work?

Yes. Add a requirements section split into must-have and nice-to-have, then security and integration questions with evaluation weights. Number every question so vendors answer in a table you can compare.

Does this need Copilot Studio?

No. Microsoft's version mentions a custom agent connected to an RFP library. This guide works with Copilot in Word and your own files.

Can Copilot write the legal terms?

No. Use your company's standard terms from legal. The prompt marks those sections for review.

How do I compare the answers?

Use the vendor comparison guide. Because you set a fixed format, the comparison is much faster.

Next step

Try it once, then make it yours.

Run the prompt on one real task this week. Then pick your next workflow.

See the workflow library ↗

Cite or share this guide

Write a supplier or software RFP that gets answers you can compare. Stuck with Copilot. https://stuckwithcopilot.com/guides/supplier-rfp/ Last checked Oct 21, 2026.

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Where this comes from

Inspired by Microsoft's Copilot scenarios. See the original at Microsoft Copilot adoption (Microsoft's supplier RFP scenario). The prompts and steps here are rewritten and expanded by Stuck with Copilot. This site is not affiliated with Microsoft.

Official references

Last checked against Microsoft docs: Oct 21, 2026.