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How to Write a Clear LMS RFP That Gets You the Right LMS
by Vaishnavi K
We have over 1000 LMS vendors in 2025, with rapid growth in AI-powered learning platforms. With so many solutions, how do you pick the right one for your business? This is where a well-crafted RFP can help you field dozens of unsuitable LMS suppliers and find the perfect match for your SaaS business needs.
What is an LMS RFP in 2025?
An RFP is a Request For Proposal. An LMS RFP is a formal document that outlines your requirements for a Learning Management System. John Leh, CEO and LMS selection consultant at Talented Learning, who has reviewed over 1,000 RFPs, defines it as:
“Think of an RFP (Request for Proposal) as an invitation to participate in the purchasing process for any type of software, goods, or services. It is a document that buyers send to relevant suppliers, outlining the business need, buying parameters, and requirements.”
Purpose of an LMS RFP: It helps you define exactly what you need in an LMS solution. It enables you to define clear goals, formalize requirements, evaluate vendors logically, and show them you are serious. Shopping without an RFP may seem faster and easier, but you will spend another quarter evaluating LMS by LMS on an ad-hoc basis.
What is the LMS RFP process?
- Discovery phase (2-3 weeks)
Gather requirements from stakeholders, establish learning goals and success metrics, and define integration needs with your existing stack. Include AI capability requirements in your initial assessment. - RFP creation (1-2 weeks)
Create an RFP overview document and technical requirements sheet. - Vendor selection (2-4 weeks)
Send RFP to pre-qualified vendors, evaluate responses, and schedule demos with shortlisted providers.
What should you include in your LMS RFP?
Your LMS RFP should include two main parts:
1) Main Document: RFP Overview
- Company Overview: Give background on your organization’s history, mission, and vision.
-
Project Overview: Provide a summary of the learning program you plan to create and deliver using the LMS. Include:
- Project summary
- Timelines and milestones
- Budget considerations
- LMS Requirements: List the priority features and integrations you expect from an LMS.
-
Vendor Response: List information that the vendor will be required to supply:
- Summary of the proposed solution
- Company background and financial stability
- Client references and case studies
- Compliance with the requested functionalities
- Implementation Plan and SLAs
- Pricing structure and licensing model
- Additional costs (implementation, customization, support)
2) Spreadsheet: Technical Requirements
- Core technical requirements
- Learning Features & Functionality
- Administrative features
- Analytics & reporting
- Security
- Integrations
- Support & Implementation
- Pricing
FAQs on LMS RFP
1️⃣ How many vendors should we involve in the LMS RFP process?
The ideal number of LMS vendors is no less than 2 and no greater than 5. This ensures focused evaluation while maintaining healthy competition.
2️⃣ How much time should we give vendors to respond?
Allow 2-4 weeks for vendors to respond, depending on the complexity of your requirements. This allows sufficient time for vendors to evaluate your requirements and prepare a detailed proposal in response to your LMS RFP.
3️⃣ What happens if we don’t use an LMS RFP?
Longer implementation times, technical challenges, and higher cost of ownership. Without an LMS RFP, you will spend multiple quarters selecting a platform that doesn’t align with your business’s learning needs.
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