A well-structured RFP saves time, reduces misalignment, and ensures you receive comparable proposals from every vendor. This guide walks you through each section of a language training RFP — with specific questions, evaluation criteria, and practical guidance on what to look for in vendor responses.
This template is designed for HR and procurement teams sourcing corporate language training services. Use it as-is or adapt it to your organization's procurement process. For guidance on what to look for once proposals come in, pair this template with our vendor evaluation checklist.
What Should You Prepare Before Writing the RFP?
Before drafting your RFP, align internally on these foundational decisions. Skipping this step leads to RFPs that are too vague to produce useful vendor responses.
- Identify the business objective: Why are you investing in language training? Market expansion, client service, workforce integration, compliance, retention? Your objective shapes every section of the RFP.
- Define the learner population: How many employees will participate? What departments, locations, and roles are represented? What are their current proficiency levels (even rough estimates are helpful)?
- Set a budget range: Vendors cannot design an appropriate program without understanding your budget constraints. Including a range (even a broad one) prevents proposals that are wildly over or under budget.
- Establish the timeline: When do you need the program to launch? What is the expected duration? Are there external deadlines driving urgency (international expansion, regulatory audit, merger integration)?
- Identify decision-makers: Who will evaluate proposals and make the final selection? Ensure their criteria are reflected in the RFP before it goes out.
What Company and Program Context Should the RFP Include?
Start your RFP with a brief overview of your organization and the context for this training initiative. This section helps vendors understand your business so they can tailor their proposals.
Include the following:
- Company name, industry, size (employee count), and geographic footprint
- The business objective driving this language training initiative
- Any prior language training experience (what has worked, what has not, lessons learned)
- Relevant organizational context (recent merger, international expansion, new client demographic, regulatory requirement)
Keep this section concise — one to two paragraphs. The goal is context, not a company biography.
How Should You Define the Scope of Work?
This is the most critical section of your RFP. It defines exactly what you are asking vendors to provide. Be as specific as possible — vague scope leads to proposals that are impossible to compare.
Define the following:
- Target language(s): Which languages do you need training in? (e.g., Spanish, French, English as a second language, Arabic)
- Number of learners: Total participants, broken down by location, department, or proficiency level if known
- Current proficiency levels: Estimated starting levels of participants (beginner, intermediate, advanced, or CEFR levels if available)
- Target proficiency levels: What level should participants reach by program end?
- Preferred format(s): Group classes, 1-on-1 coaching, virtual, on-site, intensive, blended — or ask vendors to recommend based on your needs
- Session frequency and duration: Preferred cadence (e.g., twice per week, 60 minutes per session) or ask for vendor recommendations
- Program duration: Expected program length (e.g., 6 months, 12 months, ongoing)
- Delivery location(s): Office addresses for on-site delivery, or confirm virtual delivery
- Industry-specific content requirements: What vocabulary, scenarios, or communication skills must the curriculum address?
If you are unsure about some of these details, state that in the RFP and ask vendors to propose options. For example: "We are open to group or 1-on-1 formats and would like vendors to recommend the most effective approach for our team profile." For a detailed comparison of training formats, see our format comparison guide.
What Vendor Qualifications Should You Require?
This section asks vendors to demonstrate their capability and experience. It helps you filter out providers who lack the depth or track record to deliver on your requirements.
Ask vendors to provide:
- Company overview, founding date, and number of corporate clients served
- Languages offered and geographic coverage
- Instructor qualification standards (degrees, certifications, hiring criteria)
- Experience in your specific industry (case studies, client examples)
- Number of instructors on staff or in their network, with details on how they are recruited and vetted
- Client references — at least three, preferably from organizations similar to yours in size, industry, or training objectives
- Any relevant certifications, accreditations, or industry memberships
What Assessment and Reporting Requirements Should You Specify?
Strong measurement and reporting capabilities separate professional training providers from generic staffing agencies. This section ensures your vendor can deliver the data you need to track progress and demonstrate ROI.
Ask vendors to describe:
- Their baseline assessment methodology (is it CEFR-aligned? Does it cover all four skills?)
- How and how often progress is measured during the program
- The format, frequency, and content of progress reports provided to program sponsors
- Whether they offer a reporting dashboard or portal for real-time progress monitoring
- How they handle learners who are not progressing as expected
- End-of-program assessment and final reporting deliverables
Sample question to include: “Describe the data and reporting you will provide to help us measure the ROI of this training program. Include sample report formats if available.”
How Should Vendors Structure Their Pricing?
Request a detailed pricing breakdown that allows you to compare vendors on a total-cost basis. Ambiguous pricing is one of the most common sources of vendor comparison frustration.
Ask vendors to break down their pricing by:
- Per-session or per-hour rate (specify whether group or individual)
- Per-learner cost for the full program duration
- What is included in the quoted price (instruction, materials, assessments, reporting, program management)
- What costs extra (curriculum customization, additional assessments, travel for on-site delivery, technology platform fees)
- Volume discounts or tiered pricing for larger programs
- Payment terms and invoicing schedule
Sample question: “Provide a total estimated cost for the program as described in the scope of work, including all fees. Itemize any costs not included in your standard rate.”
What Implementation Details Should Vendors Address?
This section evaluates the vendor's ability to manage the operational aspects of program delivery — which is where many programs fail.
Ask vendors to address:
- Proposed implementation timeline from contract signing to first session
- How they will conduct the initial needs analysis and curriculum design
- How instructors are matched to clients and what happens if a match is not working
- Who will serve as the primary point of contact and program manager on the vendor side
- How they handle scheduling changes, instructor absences, and make-up sessions
- Their approach to managing learners at different proficiency levels within the same organization
- Technology requirements or platform access (if any)
What Contract Terms Should You Include?
Include your standard terms or ask vendors to propose theirs. Either way, address these points explicitly.
- Contract duration and renewal terms
- Cancellation and early termination provisions
- Scope adjustment terms (adding or removing learners, changing formats)
- Intellectual property — who owns custom curriculum developed for your organization
- Confidentiality and data protection provisions
- Service level agreements or performance guarantees, if applicable
- Insurance and liability requirements
RFP Section 8: Evaluation Criteria & Timeline
Transparency about how you will evaluate proposals helps vendors focus their responses on what matters most to you. It also makes your internal evaluation process more consistent and defensible.
Specify:
- The criteria you will use to evaluate proposals and their relative weights (e.g., instructor quality 25%, pricing 20%, industry experience 20%, reporting 15%, references 10%, flexibility 10%)
- The evaluation timeline — proposal submission deadline, evaluation period, finalist presentations, target decision date
- Whether you plan to conduct finalist presentations, demo lessons, or site visits
- The point of contact for vendor questions during the RFP period
Tips for Getting Better Vendor Responses
- Be specific about your needs: The more detail you provide in the scope of work, the more tailored and comparable vendor proposals will be. Vague RFPs produce vague proposals.
- Include a budget range: Many HR teams hesitate to share budget information. But vendors cannot design an appropriate program without knowing your financial constraints. A range is sufficient.
- Limit the number of vendors: Sending your RFP to three to five qualified vendors produces better results than blasting it to fifteen. Focused outreach leads to more thoughtful proposals.
- Allow adequate response time: Give vendors at least two to three weeks to prepare a thorough proposal. Rush timelines lead to generic, template-driven responses.
- Request a demo lesson: For finalists, ask for a complimentary demo lesson with one of their instructors. A 30-minute demo reveals more about teaching quality than any written proposal can.
Ready to Start Your RFP Process?
Edlingo responds to language training RFPs with detailed, transparent proposals that address every section outlined in this template. We include instructor profiles, sample curriculum, pricing breakdowns, client references, and a proposed implementation timeline.
If you are beginning a vendor selection process, we welcome the opportunity to submit a proposal. If you are still in the planning stage, our team can help you refine your requirements before you issue your RFP.
Invite Edlingo to Respond to Your RFP →
Prefer to start with an informal conversation? Learn about our corporate programs or contact us directly to discuss your training needs.