Free LMS RFP template generator

An LMS RFP (request for proposal) is a structured document an organization sends to learning management system vendors when selecting a platform. It describes the project, lists the functional and technical requirements, and asks every vendor the same questions about pricing, implementation, and support. The point is comparability: five proposals in the same structure can be judged, five sales decks cannot.

Seven parts make an LMS RFP complete: a project overview with company background, the use cases in scope, a numbered requirements table with a vendor response column, technical and security requirements, questions about the vendor's company, pricing and contract questions, and a weighted evaluation scorecard. That last one matters more than people expect. Decide how you'll score before the demos, or the best salesperson wins instead of the best platform.

Start from your use cases, not from feature lists. Onboarding, compliance, sales enablement, customer training, whatever is actually driving the purchase. Turn those into specific requirements, mark what's must-have, and set your scoring criteria before you watch a single demo. Then send the identical document to every vendor. The structure is the boring part, which is why this tool does it for you.

An RFI (request for information) is the early, lightweight questionnaire you send when you're still discovering what exists. An RFP is the formal request you send a shortlist when you're ready to buy, with full requirements and pricing questions attached. Honestly, if you already know your use cases, skip the RFI. Most mid-market teams get nothing from the extra round except a longer timeline.

The core LMS requirements checklist covers six areas: course creation (AI authoring, SCORM support), learning delivery (paths, blended learning, mobile), administration (automated enrollment, certifications, white-label), integrations (HRIS, SSO, API), reporting, and security (SOC 2, GDPR). The checklist on this page lists the specific requirements under each area, and the generator carries your selection straight into the RFP.

Three to five. Fewer and you have no real comparison; more and your team drowns in responses nobody reads carefully. Shortlist two or three for demos, and score those demos against the weighted criteria in your RFP rather than on how the demo felt.

Yes. Pick your requirements, generate the document, copy or download it, edit it however you like, send it to whoever you like. We ask for a work email because buyers using this tool are exactly who we want to talk to. That's the whole trade.

Use the weighted scorecard from the RFP: score each vendor 1 to 5 per criterion, multiply by your weights, compare totals. Then pressure-test the winners in demos with your own material. Ask each vendor to build a course from one of your real documents, live, while you watch. The platforms that can, will. The ones that schedule a follow-up instead have answered your question.