Request for proposals (RFP)
Definition
A request for proposals (RFP) is a document in which a funder announces money it wants to award and explains who can apply, what it will fund, and how to submit. Foundations, companies, and state agencies most often use the term.
How it works
An RFP works as the rulebook for one funding competition: it states the purpose, eligibility, award size, deadline, required documents, and review criteria. A typical RFP includes:
- Background on the funder's goals and the problem it wants addressed.
- Eligibility rules for the institution and the applicant, such as career stage, discipline, or location.
- Award amount, project length, and whether indirect costs are allowed.
- Submission steps, including any letter of intent or pre-proposal stage.
- How proposals will be reviewed and scored.
Federal agencies publish the same kind of document under other names. Federal grant programs post a notice of funding opportunity (NOFO), NIH has historically used RFA and PA, and NSF uses program solicitations. In federal contracting, "RFP" has a narrower meaning: a solicitation for a procurement contract governed by the Federal Acquisition Regulation, not a grant.
Why it matters for research offices
Reading the RFP closely matters because most rejections that are not about the science come from missed requirements. Foundation RFPs vary much more than federal ones. Some cap indirect costs at 10% or 15% or exclude them entirely, some accept only one application per institution (a limited submission), and some invite applicants only after a short concept paper. Research offices typically pull these terms out of the RFP early so faculty and the pre-award team plan around them.
RFP vs NOFO
An RFP and a NOFO serve the same purpose, but NOFO is the formal term for federal financial assistance under the Uniform Guidance (2 CFR 200), while RFP is the common term for private foundations, industry sponsors, and many state programs. Universities often use "RFP" loosely for any funding announcement.
Common mistakes
- Skimming the eligibility section and applying for a program the institution or PI cannot receive.
- Missing a required letter of intent or pre-proposal deadline that comes months before the full deadline.
- Budgeting the institution's full indirect rate when the funder caps it.
- Writing to a generic template instead of the RFP's stated review criteria.
How Atom helps
Atom reads each funding call end to end, pulls out the requirements, and checks each researcher against its eligibility rules before it reaches them. It tracks every federal agency plus 20,000+ foundations and re-checks them daily, flagging changed deadlines and cancelled calls.
Frequently asked questions
An RFP, or request for proposals, is a funder's announcement of a grant competition. It explains what the funder will support, who is eligible, how much money is available, and how and when to apply.
A NOFO is the formal federal term for a grant announcement under the Uniform Guidance. An RFP is the common term for the same kind of document from foundations, companies, and state agencies.
Federal opportunities post on Grants.gov and agency sites, while foundation RFPs are spread across thousands of funder websites. Research offices use grant discovery tools to track both in one place.