How to Make RFIs Work for You: Smart Strategies for Government Contractors

For government contractors looking to gain an edge in a crowded marketplace, responding to a Request for Information (RFI) isn’t just a box to check—it’s a marketing opportunity. Yet far too many businesses treat RFIs like administrative formalities. They rush through the questions, avoid ones they don’t like, or ignore them altogether unless they feel like a perfect fit.

Big mistake.

RFIs are a powerful tool not just for agencies to gather information, but for contractors to shape the opportunity and plant the seed for future awards. When approached strategically, RFIs can give your business a first-mover advantage and position you as the obvious choice when the actual solicitation drops.

Let’s dig into how to use RFIs to stand out, build credibility, and get closer to the win.

What Is an RFI and Why Does It Matter?

A Request for Information is typically the earliest step in the procurement lifecycle. Government agencies issue RFIs to:

• Gather insights about industry capabilities
• Assess market interest
• Identify potential risks or barriers
• Shape the requirements of a future solicitation

Unlike a Request for Proposal (RFP) or Request for Quotation (RFQ), an RFI is not a bid. It doesn’t result in an award. But what it can do is influence the acquisition strategy, contract type, set-aside decisions, and even whether the agency proceeds with the opportunity at all.

Think of the RFI as your chance to help write the script.

When done right, your response can:

• Highlight how your solution aligns with agency goals
• Suggest contract vehicles you’re on
• Make a case for small business set-asides (e.g., 8(a), HUBZone, SDVOSB)
• Demonstrate technical expertise and differentiators

And here’s the kicker: many contractors don’t respond at all, which makes it even easier for your thoughtful submission to rise to the top.

Mistake #1: Only Answering the Questions Asked

Too many contractors take an overly literal approach to RFI responses. They answer the questions word-for-word and move on.

Here’s a better strategy: treat the RFI like a pitch deck. Go beyond the basic answers. Use your response to educate, differentiate, and offer strategic guidance. If the question is vague or narrow, expand on it. Provide context. Offer insights the agency might not have considered.

This is your opportunity to shape the agency’s thinking—not just comply with a checklist.

Mistake #2: Answering Every Question—Even the Ones That Hurt You

Not every question in an RFI will work to your advantage. Maybe it focuses on past performance in a niche area where you’re thin, or it requests qualifications that don’t reflect your strengths.

You don’t have to answer every question.

If a response would highlight a gap or weakness, it’s okay to skip it or reframe it in a way that strengthens your position. Focus your energy on demonstrating where your value truly lies.

Mistake #3: Only Responding to “Perfect Fit” RFIs

Waiting for the perfect RFI is like waiting for a unicorn.

Agencies often issue RFIs with only a rough idea of what they want. That means there’s room for interpretation—and influence. Even if you don’t meet every single criterion, you can still respond with:

• A recommended approach or alternative solution
• Your relevant past performance
• Certifications and contract vehicles that make working with you easier

You might be helping the agency realize there’s a better way to meet their need—and that you’re the one to deliver it.

Mistake #4: Blending in With the Pack

Agencies receive a lot of boilerplate responses. Don’t be one of them.

Use your RFI submission to clearly communicate:

• What sets your company apart
• Why that matters to the mission
• How your expertise translates into better outcomes

This is not the time to be humble. Be bold. Be clear. Use plain language and highlight specifics—metrics, timelines, success stories.

If your response sounds like everyone else’s, you’re already losing ground.

Mistake #5: Skipping the Market Research

If you’re going to suggest a specific contract vehicle or make a case for a set-aside, you need to back it up with data.

This is where real market intelligence becomes essential.

With tools like FedBiz365, you can:

• Identify how similar past opportunities were awarded
• Pinpoint which agencies buy what you offer
• See what contract vehicles and NAICS codes are most often used
• Understand which competitors are active in the space

This kind of insight lets you approach RFIs with evidence-based suggestions that show procurement officers you know the game—and how to win it.

Mistake #6: Forgetting to Mention Credentials

Your small business certifications, security clearances, and past performance history aren’t just fluff—they’re strategic assets.

Make it easy for the agency to justify working with you by spelling out:

• Your socio-economic status (8(a), WOSB, VOSB, HUBZone, etc.)
• Contract vehicles you’re on (GSA Schedule, IDIQs, BPAs)
• Past awards or agency relationships

Don’t assume the reader will connect the dots. Lay out your credentials in a way that ties them directly to the agency’s goals.

Mistake #7: Missing the Deadline and Giving Up

Life gets busy. Sometimes RFIs fall through the cracks. But just because the deadline passed doesn’t mean the door is completely shut.

If you think you have something valuable to contribute, submit anyway. While it’s not ideal, there’s no FAR clause preventing late RFI responses from being considered—especially if the procurement timeline is still flexible.

That said, don’t make a habit of it. When possible, aim to submit early. It shows professionalism and helps you stand out.

Making the Most of RFIs: Tips That Separate Winners from the Rest

Now that we’ve tackled what not to do, here’s a quick rundown of strategies that can help you get the most from every RFI you touch:

• Start with the agency in mind: What are their goals? Pain points? Budget realities?
• Frame your response as a solution: Help them see how your approach supports their mission.
• Use data to drive decisions: Support your recommendations with stats from tools like FedBiz365.
• Infuse personality and clarity: Be human. Be helpful. Be confident.
• Follow up: If the RFI allows contact, reach out after submission. Offer to clarify or expand on anything.

RFIs are not just a hoop to jump through. They are conversations in disguise. The more thoughtfully you respond, the more likely you are to influence the final solicitation.

One Last Thought: Don’t Go It Alone

At FedBiz Access, we’ve spent more than 24 years helping small and mid-sized businesses compete and win in the government marketplace. We know how to:

• Optimize your SAM and DSBS profiles
• Help you identify and pursue set-asides
• Build a powerful capability statement
• Connect you with the right contracting officers
• Use market intel tools like FedBiz365 to gain a competitive edge

If you’re not leveraging RFIs to shape opportunities and showcase your strengths, you could be leaving money on the table.

Let us help you change that.

Schedule a complimentary consultation with a FedBiz Specialist today and learn how to make RFIs work for you.