Why and How to Send an RFQ/RFP Introductory Email to Your Suppliers
- Alina
- Sep 25
- 3 min read
Table of contents
If you don’t have time to read the full article, here’s an AI-generated podcast summary that covers the key points in a clear and concise way.
Inviting suppliers to an RFQ or RFP might sound straightforward - you set up the event, hit “send,” and wait for responses. But for suppliers, especially those new to your process or your platform, the experience can feel confusing or even frustrating. That’s where a well-crafted introductory email makes all the difference.
Below, we’ll walk through why you should send one, when’s the best time, what to include, and how to make it easy with Prokuria.
Why, When, and What to Send in an Introductory Email
Why send an introductory email?
If you’ve run sourcing events before, the platform feels second nature. For suppliers, though, the questions often sound like:
“Why can’t I just send you an email instead?”
“Where do I find all the details?”
“Who do I contact if I need clarifications?”
A short, clear introductory email answers these questions before they even arise. It reduces friction, builds trust, and signals that you’re serious about making the process fair and transparent.
When should you send it?
Timing matters. If you send it too early, it’ll get lost in inboxes; too late, and suppliers feel rushed. A good rule of thumb: one week before you publish the RFQ or RFP. This gives suppliers enough time to prepare, ask questions, and plan resources.
Of course, adjust based on:
Complexity of the project (the bigger the deal, the more notice you should give)
Existing relationship (long-term suppliers need less hand-holding than new ones)
Strategic importance (critical projects deserve extra clarity upfront)
What should you say?
Think of your email as two things: an invitation and a reassurance.
Highlight the opportunity. Explain why the supplier should care. Maybe it’s the size of the deal, the potential for a longer-term partnership, or the chance to showcase innovation.
Simplify the process. Change is hard. Even simple RFQs can feel like a burden if suppliers aren’t used to them. Spell out the steps, share the timeline, be clear about the evaluation criteria, and give them a contact for support. Transparency builds confidence.
Common Mistakes to Avoid
Even well-intentioned intro emails can backfire if you miss the basics. Watch out for:
Sending it too late → suppliers won’t have time to prepare.
Overloading with jargon → keep it simple, suppliers skim emails too.
Forgetting a contact point → always share a person they can reach.
Not explaining the platform → suppliers may hesitate if they don’t know what to expect.
Avoid these, and you’ll see higher participation and fewer back-and-forth clarifications.
How to Send an Introductory Email with Prokuria
Procurement teams who send intro emails often see:
Higher supplier response rates (more bids = more competition)
Better bid completeness (fewer clarifications, faster evaluations)
Faster event turnaround (suppliers are prepared, not scrambling last minute)
That’s procurement efficiency you can actually measure.
Prokuria makes it really easy for you to send an introductory email to your suppliers; this can be done even before publishing the RFQ/RFP. This way, they will know what to expect when the official invitation email actually hits their inbox.
1. Add Suppliers to your Event
2. Click "Send email"
3. Craft your message and click send
While this may seem like a simple idea, this one email can really have a big role in making sure that your suppliers are comfortable and, therefore, your event is a success. But that’s just the beginning. Prokuria also automates the rest of the communication flow.
Automated Supplier Emails with Prokuria
Once your RFQ or RFP is live, Prokuria can automatically send:
Official invitations with secure links for suppliers to join the event.
Deadline reminders so suppliers don’t forget to submit bids.
Change notifications if you update requirements, documents, or timelines.
Clarification updates when Q&A responses are posted.
Status emails confirming when bids are submitted or modified.
Award notifications once a decision is made
All emails are logged in the platform, so you have a full audit trail of who received what and when. This is especially useful for compliance and transparency.
Why This Matters: Measurable Benefits
Procurement teams who send intro emails often see:
Higher supplier response rates (more bids = more competition)
Better bid completeness (fewer clarifications, faster evaluations)
Faster event turnaround (suppliers are prepared, not scrambling at the last-minute)
That’s procurement efficiency you can actually measure.
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