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RFP for Travel Management Services | Online Booking Tool, Duty of Care, SLAs & Performance Metrics

Publication date (19 May 2025)

What Is an RFP for Travel Management Services?

A Request for Proposal (RFP) for travel management services is a document that a company sends to travel agencies (called Travel Management Companies or TMCs) to ask for help with organizing and managing business travel.

The RFP explains what the company needs, what it expects, and what goals it wants to achieve. Travel companies then respond with a plan showing how they can meet those needs.

An RFP usually includes questions about things like booking systems, travel policies, reports, customer service, and cost savings. These questions help the company compare different travel companies and see which one fits best.

The RFP doesn’t have to be very long. By focusing on the most important needs and asking clear questions, companies can save time and make it easier to choose the right travel partner.

Why Issue an RFP?

Creating an RFP helps your organization clearly explain what you need. It also lets you see how well each vendor understands your goals and if they can deliver the right solution.

For government agencies and non-profits, using an RFP shows fairness and transparency. It proves they are making responsible choices and using public funds wisely.

Writing an RFP also helps your team set clear goals and ways to measure success. This makes it easier to track progress and stay on target throughout the project.

When Should You Use an RFP?

Use an RFP when your organization needs outside help to complete a project and you want to find the best partner with the right skills and tools.

An RFP is a good choice if:

The project is complicated and has many parts
You need to look at and compare detailed information or data
You want bids only from experienced and qualified vendors

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How Is an RFP Different From Other Documents?

Type of Request	What It’s For	What It Includes	When to Use It
Request for Proposal (RFP)	To ask vendors how they would handle your project	Project goals, needs, and evaluation criteria	When you’re ready to choose the best full solution
Request for Information (RFI)	To collect general details and ideas	Basic questions about services or products	When you’re exploring options and doing early research
Request for Expression of Interest (REOI)	To see who is interested in your project	Short project summary and interest check	In the early planning phase to find possible vendors
Request for Qualification (RFQF)	To find vendors that are skilled and experienced	Company background, experience, and skills (no pricing)	When you want to shortlist qualified vendors before asking for full proposals
Request for Quotation (RFQ)	To get price quotes from vendors	Cost details and sometimes timelines	When you know exactly what you need and want the best price
Request for Tender (RFT)	A formal way to ask for bids based on specific project plans	Detailed technical specs, rules, and timelines	When you want a competitive and structured bidding process

How Does the RFP Process Work

Step 1: Decide What Matters (Set Your Criteria)

Choose what’s most important in picking a vendor:
- Price
- Experience and skills
- Reviews or past work
Do this before sharing your RFP with the public.

It helps you get better proposals and makes comparing vendors easier.

Step 2: Write the RFP (Create the Document)

Explain what your project is about.
Include:
- What you need
- What work needs to be done (scope)
- When it should be finished (deadline)
- Questions vendors might have

Make it clear and complete—it shows how organized your company is.
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Work With Others (Stakeholders)

Talk to people on your team or in other departments.
Ask about:

Possible problems
What success looks like

This helps you write a better RFP and avoid delays.

Step 3: Edit and Improve Your RFP

For Organizations (Sending the RFP):

Make sure your RFP is clear and easy to read.
If it’s confusing, vendors might not respond.
Use editing tools or software to fix grammar and improve the flow.

A clear RFP helps vendors understand exactly what you need.

For Vendors (Responding to the RFP):

Carefully check your proposal before sending it.
Edit, revise, and proofread to make it professional.

A well-written, clear response—along with a good price—can help you win the bid.

What Should Be Included in a Corporate Travel RFP?

When creating a Request for Proposal (RFP) for corporate travel services, you need to share key details about your current travel setup and what you want in the future. This helps vendors understand your needs and offer the right solutions.

1. Information You Should Give to the Vendor:

Company Background

Share basic information about your company, like where your offices are, how many employees travel each month, your travel budget, and whether you need help with local or international travel.

Travel Program Summary

Explain what kind of travel services you are looking for. Mention what’s working well in your current program and what extra help you might need.

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Scope of Work

Clearly describe the travel services you need, like booking flights, making sure travel rules are followed, providing reports, and other related tasks.

Timeline

Give a schedule for the project, including key dates. This helps vendors plan their time and staff.

Constraints

Let vendors know if there are any limits they should keep in mind, like software you already use and want them to work with.

2. Information You Should Ask From the Vendor:

Vendor Background

Ask for details about the vendor’s company, including their history and experience with similar services.

Relevant Experience

Find out if the vendor has done similar work before. Ask for examples or references from past clients to see how well they did.

Method of Work

Ask the vendor to explain how they plan to provide the services. This helps you understand their way of working.

Pricing

Request a clear list of costs so you know exactly what you’ll be paying for. Make sure there are no surprise fees.

Client References

Ask for contact information of other clients they’ve worked with, so you can check their satisfaction and reliability.

Technical Skills

If the project involves technology, ask if their systems will work well with yours.

Ongoing Support

Find out what kind of help the vendor will offer after the services start, including how fast they respond and when support is available.

After You Finish Writing Your RFP

Share the RFP

Send your RFP to vendors.
Post it online, on industry websites, or send it directly.

Give vendors enough time to read it and send a proposal.

Choose and Negotiate

Pick the vendor that best fits your needs.
Go over each cost and try to lower the price if needed.
Make sure everything is clear before moving forward.

Keep It Simple but Clear

The RFP process can take time. But if you explain your needs clearly, it’s easier to find the right vendor.
A good RFP saves time later in the project.

Conclusion

Writing a clear and well-organized RFP helps your organization find the right vendor for the job.

By setting clear goals, providing detailed information, and asking the right questions, you make it easier for vendors to understand your needs and respond with strong proposals.

Taking the time to plan, write, edit, and share your RFP properly can save time, reduce confusion, and lead to better results for your project.

A strong RFP is the first step toward a successful partnership.