5 Great RFI Email Templates To Copy & Paste

Need to gather information for a project? A Request for Information (RFI) email is the way to go. It’s your opening move to get the specific details you need from vendors, partners, or suppliers.

Relying on a template is a smart shortcut. It helps you ask for exactly what you need, clearly and effectively. Here are five RFI templates you can use to do just that.

Tips for Writing RFI Emails

• Be specific with your ask. Vague requests get vague answers. Instead of asking for “more information,” spell out exactly what you need to know. Think in terms of specific features, pricing models, or technical requirements. The clearer your questions, the more useful the answers will be.
• Provide a little context. Briefly explain your project or goal. Sharing the “why” behind your request helps vendors give you their most relevant information, not just a generic sales pitch. It shows you’ve done your homework.
• Make it easy to answer. Use a numbered list or bullet points for your questions. This organizes your thoughts and makes it simple for the recipient to respond to each item directly. It also makes comparing answers from different sources much easier on your end.
• Set a clear deadline. Let them know when you need the information by. This isn't being pushy; it's being professional. A deadline helps you manage your project timeline and shows you’re serious about moving forward.

Types of RFI Email Templates We Will Cover

1. Product Information Email Template
2. Pricing Request Email Template
3. Service Details Email Template
4. Availability Inquiry Email Template
5. Technical Specifications Email Template

5 RFI Email Templates

1) Product Information Email Template

<template>

Subject: Request for Information: [*Product Name*]

Hi [*Recipient Name*],

My name is [*Your Name*], and I’m the [*Your Position*] at [*Your Company*]. We are currently exploring solutions for [*briefly describe your project or need*], and your [*Product Name*] has come to our attention as a potential fit.

To help our team evaluate it, could you please provide more detailed information on the following points?

• A complete list of features and functionalities.
• Integration capabilities, specifically with [*mention a specific platform, e.g., Shopify, Salesforce*].
• Available customization options to align with our brand.
• Any relevant case studies or examples of how other companies in the [*Your Industry*] industry use your product.
• Information on whether a product demo or trial version is available.

This information will be crucial for our decision-making process. We would appreciate receiving these details by [*Date*]. Thank you for your time and assistance.

Best,

[*Your Name*]

[*Your Position*]

[*Your Company*]

[*Your Phone Number*]

[*Your Email Address*]

</template>

2) Pricing Request Email Template

<template>

Subject: Inquiry about Pricing for [*Product/Service Name*]

Hi [*Recipient Name*],

My name is [*Your Name*], and I’m the [*Your Position*] at [*Your Company*]. We are evaluating solutions for [*describe project or need*], and your [*Product/Service Name*] is on our shortlist. To complete our internal review, we need to understand your pricing structure.

Could you please provide us with a detailed breakdown of the following?

• A complete list of your pricing tiers or packages.
• The specific features and limits included in each tier.
• Any one-time setup, implementation, or onboarding fees.
• Information on contract lengths (e.g., monthly vs. annual) and any available discounts for longer-term commitments.
• Details on how pricing scales (e.g., per user, per feature).

This information is essential for our team to make an informed decision. We would appreciate receiving these details by [*Date*]. Thank you for your time.

Best,

[*Your Name*]

[*Your Position*]

[*Your Company*]

[*Your Phone Number*]

[*Your Email Address*]

</template>

3) Service Details Email Template

<template>

Subject: Request for Details on [*Service Name*]

Hi [*Recipient Name*],

My name is [*Your Name*], and I’m the [*Your Position*] at [*Your Company*]. We are looking for a partner to help us with [*describe your project or goal*], and your [*Service Name*] seems like a strong potential match for our needs.

To help us understand if your service is the right fit, could you please provide details on the following?

• A detailed breakdown of what is included in the service package.
• An overview of your process or methodology from start to finish.
• Information on the team members who would be working on our project, including their expertise.
• Details about your client onboarding process and typical project timelines.
• What kind of reporting or deliverables can we expect, and at what frequency?

This information will be key to our evaluation. We would appreciate a response by [*Date*]. Thank you for your time.

Best,

[*Your Name*]

[*Your Position*]

[*Your Company*]

[*Your Phone Number*]

[*Your Email Address*]

</template>

4) Availability Inquiry Email Template

<template>

Subject: Inquiry Regarding Your Availability for [*Project Name*]

Hi [*Recipient Name*],

My name is [*Your Name*], and I’m the [*Your Position*] at [*Your Company*]. We are currently organizing a project, [*briefly describe the project*], and we are interested in potentially working with you. Our ideal start date is around [*mention desired start date or timeframe*].

To help us with our planning, could you please share some details about your current availability?

• What is your earliest start date for a new project of this nature?
• What is your current capacity or workload for the coming months?
• How much lead time do you typically require to begin a new project?
• Are there any specific periods where you are already booked?

This information will be a great help as we finalize our project timeline. We would appreciate a response by [*Date*]. Thank you for your time.

Best,

[*Your Name*]

[*Your Position*]

[*Your Company*]

[*Your Phone Number*]

[*Your Email Address*]

</template>

5) Technical Specifications Email Template

<template>

Subject: Request for Technical Specifications: [*Product/Service Name*]

Hi [*Recipient Name*],

My name is [*Your Name*], and I’m the [*Your Position*] at [*Your Company*]. We are currently evaluating [*Product/Service Name*] for our [*describe project or need*] and require a deeper understanding of its technical architecture.

To ensure it aligns with our existing systems and security standards, could you please provide the following technical details?

• Detailed documentation on your API, including rate limits and authentication methods.
• Information on your data security and privacy policies, including compliance with standards like GDPR or SOC 2.
• An overview of your server architecture and hosting environment.
• Performance metrics, such as average uptime, latency, and scalability limits.
• A list of required software or hardware dependencies for implementation.

This information is critical for our technical team's review. We would appreciate receiving these specifications by [*Date*]. Thank you for your help.

Best,

[*Your Name*]

[*Your Position*]

[*Your Company*]

[*Your Phone Number*]

[*Your Email Address*]

</template>

What About Using Flodesk?

Once you’ve customized these RFI templates, you’ll need an effective way to send and manage them. Flodesk provides intuitive email marketing tools designed for small businesses, helping you grow and monetize your email list. You can create, send, and automate emails that connect with your audience and support your business goals, all without needing any coding or design experience.

With a straightforward email builder, powerful automations, and well-designed forms, Flodesk gives you the necessary tools for your email marketing. We focus on providing everything you need, without the usual complexity. Join the many businesses that use Flodesk to send professional, high-converting emails in a simple, direct way.

Wrapping Up

Using a solid RFI template is the first step to getting the clear answers you need for your projects. These templates help you structure your requests professionally and efficiently.

When you're ready to send your request, Flodesk provides the tools to do it with style and simplicity. Sign up for Flodesk to start sending emails that get results.