Managed File Transfer (MFT) RFP Template
Guide

A Request for Proposal (RFP) is a formal document that organizations use to invite vendors to submit proposals for a specific solution—in this case, an MFT system. It outlines your business needs, technical requirements and evaluation criteria to facilitate a structured and competitive selection process.

An RFP template is a pre-built framework that simplifies the creation of your RFP. It includes recommended sections, questions and requirements tailored to a specific type of solution—like MFT—so you can efficiently gather the right information from vendors.

Vendors typically respond by addressing each requirement outlined in the RFP, providing technical details, pricing, timelines and company qualifications. A strong response is complete, clear and demonstrates how the solution addresses the specific needs of the requesting organization.

Start by describing the problem you're trying to solve—such as more secure data sharing, automation, compliance or eliminating legacy systems. Then define what success looks like (e.g., increased reliability, auditability or reduced manual effort) to help vendors align their solutions with your outcomes.

Vendors should include detailed answers to your technical and business requirements, deployment options, integration capabilities, support offerings, pricing, timelines and customer references. The best responses directly map to your needs and explain how their solution delivers value.

An RFP facilitates consistent, comparable responses from multiple vendors. It helps you align internal stakeholders, clarify priorities and select an MFT solution that addresses your security, compliance, scalability and integration needs with confidence.

Your RFP should include:

• Project overview and goals
• Functional and technical requirements
• File transfer volumes and use cases
• Security and compliance needs
• Evaluation criteria
• Vendor qualification questions
• Budget and timeline expectations
• Instructions for submission

List the types of data you need to transfer (e.g., sensitive customer data, ACH files), key workflows you want to automate and pain points you’re addressing (e.g., legacy systems, failed transfers, compliance risks). This context helps vendors tailor their responses.

Include specifications such as:

• Supported protocols (e.g., SFTP, HTTPS, AS2)
• User authentication and access controls
• Encryption standards
• Compliance certifications
• Integration with current systems
• No/low-code automation and scheduling capabilities
• Audit logging and reporting
• High availability or failover support

Define must-have requirements clearly and use scoring or evaluation criteria to prioritize them. Ask for demonstrations, references and proof of compliance (e.g., FIPS 140-2, HIPAA, PCI DSS). A detailed RFP template helps you ask the right questions up front.

Budget and timeline transparency are very important. Sharing your budget range and project timeline helps vendors propose solutions that are realistic and tailored. It also speeds up the evaluation process by filtering out poor-fit responses early.

There are several simple mistakes to avoid in an RFP, including:

• Being too vague about your goals or requirements
• Copying generic RFPs not specific to MFT
• Failing to engage stakeholders early
• Overlooking post-implementation support
• Not providing clear evaluation criteria
• Skipping budget or timeline details

In addition to addressing your requirements, vendors should include:

• Description of their MFT solution and architecture
• Details on how it supports your key use cases
• Deployment options (cloud, on-premises, hybrid)
• Security and compliance credentials
• Licensing and pricing models
• Support and onboarding approach
• Case studies or customer success examples

Use a scoring matrix based on your defined priorities—technical fit, ease of use, compliance, total cost of ownership, vendor reputation and customer support. Consider requesting demos or proof-of-concept tests for top candidates.

Be transparent. List what didn’t work (e.g., lack of automation, scalability issues, security gaps) and what you need improved. This helps vendors address your pain points directly and avoid proposing similar limitations.

Be sure to ask an MFT vendor about:

• Support hours and SLAs
• Onboarding and training
• Access to technical resources
• Escalation procedures
• Customer success services
• Documentation and self-service portals