How to Write a Commercial Printing RFP That Gets Better Bids

A well-written Request for Proposal can be the difference between a smooth, successful print project and one filled with delays, revisions, and unexpected costs. Organizations often assume that issuing an RFP automatically leads to competitive pricing and strong results. In reality, the quality of the RFP itself directly impacts the quality of the bids received.

At Schiele Group, we have responded to commercial printing RFPs for decades. Some lead to productive long-term partnerships. Others create confusion and frustration for both the client and the printer. The difference is rarely budget alone. It is a clear structure and an understanding of how professional printing actually works.

This guide explains how to write a commercial printing RFP that attracts better bids, stronger partners, and more reliable outcomes.

Start With Clear Project Goals

One of the most common mistakes in printing RFPs is jumping straight into pricing without defining the project's goal. Printers need context to recommend the right production methods, materials, and timelines.

Before listing specifications, the RFP should define success. Is the project supporting a national product launch, a multi-city event series, or a brand refresh across multiple locations? Is speed more important than customization, or is color accuracy the top priority?

When printers understand the project's purpose, they can tailor their approach rather than simply quoting line items.

Be Specific About Print Specifications

Vague descriptions lead to vague pricing. A strong RFP includes as much detail as possible about each printed item. Size, quantity, substrate finish, and durability requirements all affect cost and production time.

For large format printing, this includes whether the materials will be used indoors or outdoors, how long they need to last, and whether they will be shipped flat or rolled. For sheet-fed or web printing, it includes paper weight, coating, binding, and color requirements.

At Schiele Group, we often see RFPs that list multiple products with minimal detail. This forces printers to make assumptions or inflate pricing to account for risk. Clear specifications lead to more accurate and competitive bids.

Address Color Expectations Up Front

Color consistency is a major factor in commercial printing, and it should never be assumed. If brand accuracy is critical, the RFP should clearly state this and ask how printers manage color across different print methods and substrates.

This is especially important when projects include a mix of large-format printing, event signage, and smaller printed materials. Each process behaves differently and requires professional color management to maintain consistency.

Asking about proofing processes, press calibration, and color standards helps identify printers with the experience to protect your brand.

Set Realistic Timelines

Printing RFPs often include aggressive deadlines that leave little room for proofing or for handling shipping delays. While experienced printers can meet tight timelines, unrealistic schedules increase risk for everyone involved.

A strong RFP outlines the desired timeline and asks printers to confirm feasibility or suggest alternatives. This encourages honest conversations early rather than rushed production later.

Schiele Group has built systems to support time-sensitive projects, but our most successful work begins with realistic planning and clear milestones.

Clarify Scope of Services

Not all printing quotes include the same services. Some printers price only production, while others include prepress support, proofing, quality control, packaging, and logistics coordination.

An effective RFP clearly states which services are required and asks bidders to outline what is included. This allows for true apples-to-apples comparisons and prevents surprises after the contract is awarded.

Schiele Group approaches every RFP with transparency because we believe strong partnerships are built on shared expectations.

Ask About Experience With Similar Projects

Commercial printing experience matters especially for complex projects involving multiple locations, large quantities, or high-visibility events. An RFP should ask for examples of similar work and how challenges were handled.

This is more valuable than a generic list of equipment. Equipment does not solve problems. People and processes do.

With more than seventy years in the industry, Schiele Group brings deep operational knowledge that helps clients avoid issues before they arise.

Address Nationwide Distribution Requirements

If your project requires delivery across multiple cities or states, this should be clearly stated. Nationwide printing involves more than shipping boxes. It requires consistent production standards, packaging expertise, and coordinated logistics.

Asking how printers manage multi-location rollouts helps identify partners capable of maintaining quality and timing at scale.

Schiele Group supports nationwide clients by aligning production logistics and quality control to ensure consistency regardless of destination.

Include Union Printing Requirements When Applicable

If union printing is required, it must be clearly stated in the RFP. Union compliance affects eligibility and pricing and should not be assumed.

Schiele Group proudly offers union printing services and understands the importance of meeting union standards for political, institutional, and regulated organizations.

Clear requirements save time for both clients and printers and ensure qualified responses.

Allow Time for Questions and Clarification

The strongest RFPs allow printers to ask questions before submitting bids. This leads to better understanding, more accurate pricing, and fewer assumptions.

When printers are encouraged to seek clarification, it signals that the organization values collaboration rather than just cost competition.

At Schiele Group, we view questions as a sign of engagement and professionalism, not inconvenience.

Focus on Value, Not Just Price

While budget matters, the lowest bid is not always the best value. Printing errors, delays, and reprints can quickly erase initial savings.

An effective RFP evaluation process considers experience, quality control, responsiveness, and reliability, in addition to price.

Schiele Group often partners with clients who initially selected the lowest bidder and later realized the hidden costs of poor execution. Value-driven selection leads to better outcomes and stronger long-term relationships.

Treat the RFP as the Start of a Partnership

The most successful printing relationships begin with thoughtful RFPs that invite dialogue and mutual understanding. Printers are not just vendors. They are production partners who can support your brand across multiple projects and campaigns.

A well-written RFP sets the tone for that relationship by emphasizing clarity, trust, and collaboration.

Working With Schiele Group Printers

Schiele Group Printers is a full-service commercial printer based in Elk Grove Village, Illinois, serving clients nationwide. Our capabilities include large-format printing, event signage, web printing, sheet-fed printing, die-cut solutions, advanced color matching, and union printing.

With more than seventy years of experience, we help organizations navigate complex print projects with confidence, reliability, and consistency.

If you are preparing a commercial printing RFP and want bids that reflect real value and expertise, thoughtful planning is the first step. At Schiele Group, we welcome the opportunity to be part of that process and help bring your vision to life through exceptional print.