LMS RFP template: sections, requirements and vendor questions
A free, copy-ready request for proposal for choosing a learning management system, with a requirements checklist, vendor questions, pricing table and scoring method you can adapt in minutes.
What an LMS RFP is for
An LMS RFP (request for proposal) is a document you send to several LMS vendors so they answer the same questions in the same format. It turns a sales process into a fair comparison and gives you written commitments on features, pricing and support. For small teams, a short version of this template sent by email works as well as a formal procurement process.
The LMS RFP template
Copy the sections below into a document, replace the text in square brackets, and delete anything that does not apply.
1. About us
- Organisation: [name, industry, countries]
- Who we train: [employees / customers / partners / students / public learners]
- Number of learners: [today] and [expected in 12 months]
- Admins and instructors: [number]
- Current system, if any: [name, and why we are changing]
2. Goals and scope
- What this LMS must achieve: [e.g. faster onboarding, exam results, course sales, compliance records]
- Programmes in scope for launch: [list]
- Target go-live date: [date]
3. Functional requirements
Ask vendors to answer each line with Yes (standard), Yes (higher plan or add-on), Custom or No, plus a short explanation.
| Area | Requirement | Must / Nice |
|---|---|---|
| Content | Courses from video, documents, slides, audio and embeds | [ ] |
| Content | Content protection for recorded video | [ ] |
| Delivery | Live classes with scheduling, attendance and recordings | [ ] |
| Delivery | Groups, batches or cohorts with separate schedules | [ ] |
| Assessment | Quizzes and tests with automatic grading | [ ] |
| Assessment | Assignments reviewed by instructors | [ ] |
| Assessment | Certificates issued automatically, in our design | [ ] |
| Reporting | Completion, scores and attendance by learner and group | [ ] |
| Learners | Mobile app, with offline access | [ ] |
| Learners | Notifications by email, in-app, SMS or WhatsApp | [ ] |
| Commerce | Checkout, instalments, coupons and invoices | [ ] |
| Branding | Our domain, logo and colours; no vendor branding | [ ] |
| Branding | Mobile apps published under our name | [ ] |
| Organisation | Branches, departments or client organisations kept separate | [ ] |
| Standards | SCORM or xAPI content support | [ ] |
4. Technical and security requirements
- Hosting model and data location
- Single sign-on, two-factor authentication and audit logs
- Roles and permissions for admins, instructors and managers
- API access, webhooks and named integrations: [list your tools]
- Backups, uptime commitments and incident process
- Data export on exit: formats and timelines
- Compliance requirements: [e.g. data protection laws that apply to you]
5. Implementation and support
- Onboarding plan, timeline and what the vendor does versus what we do
- Content migration help from our current system
- Training for admins and instructors
- Support channels, hours and response times
- Named contact or success manager
6. Pricing
Ask every vendor to complete the same table for your expected numbers:
| Item | Year 1 | Year 2 | Notes |
|---|---|---|---|
| Platform subscription (plan name) | Plan that meets all must-haves | ||
| User or learner charges | How learners are counted | ||
| Transaction or revenue-share fees | At our expected sales | ||
| Mobile app | Included or add-on | ||
| Setup, migration and training | One-off costs | ||
| Add-ons and integrations | Storage, messaging, AI | ||
| Total | Including tax |
7. Vendor questions
- Describe a customer similar to us and how they use your LMS.
- Which of our must-haves are on your standard plan, and which cost extra?
- What is on your product roadmap for the next 12 months?
- What happens to our data and learners if we leave?
- Can we run a trial with our own content before signing?
8. Response format and timeline
- Responses due: [date]
- Demo or trial period: [dates]
- Decision: [date]
- Contact for questions: [name and email]
How to score the responses
- Eliminate any vendor that answers "No" to a must-have.
- Score the rest from 1 to 5 on fit, learner experience, reporting, cost, admin effort, branding, integrations and support.
- Weight the scores by what matters most to you, then shortlist two or three for a hands-on trial.
Our guide to choosing an LMS includes a ready-made weighted scoring sheet, and our LMS requirements checklist adds more detail for academies and institutes.
Sending this RFP to AcadifyLab
We are happy to answer it in full. Our plans and limits are also public on the plan comparison page, which answers many of the functional and pricing questions before you ask. Contact us to request a response or a guided trial.
LMS RFP questions
What should an LMS RFP include?
Background on your organisation, goals and scope, functional requirements, technical and security requirements, implementation and support needs, a standard pricing table, vendor questions, and the response format and timeline.
How many vendors should receive an LMS RFP?
Usually five to eight. That is enough for real choice without making the comparison unmanageable. Shortlist two or three for trials.
Do small organisations need an RFP?
Not a formal one, but sending the same short list of requirements and pricing questions to each vendor by email makes the comparison far easier.
How long should vendors get to respond?
Two to three weeks is typical for a detailed RFP. A short email version can be answered within a few days.
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