What to Include in an LMS RFP: A Buyer’s Guide

What makes one learning management system (LMS) stand out from another? For many organizations, the difference starts with the request for proposal (RFP).

The document sets the tone for the entire selection process and shapes how vendors respond. Too often, though, RFPs are filled with vague requirements that lead to mismatched platforms and wasted time.

A well-prepared LMS RFP can change that. In this guide, you’ll learn what to include in an LMS RFP so your team can ask clear questions and choose a platform with confidence.

What Is an LMS RFP?

A learning management system request for proposal (LMS RFP) is a formal document that organizations use to communicate their requirements to potential vendors.

It's both a blueprint and a filter, as it outlines technical specifications, integration needs, compliance expectations, and the overall objectives that the new platform should meet. When you issue an RFP, you create a structured process for vendors to respond with solutions that align with your goals.

When Do You Need an LMS RFP?

Not every situation calls for a request for proposal. If your organization is comparing a couple of small tools or experimenting with lightweight solutions, an RFP might feel excessive.

But when the stakes are higher, such as investing in a platform that will be used across departments or rolled out company-wide, it becomes essential. You’ll need an LMS RFP when multiple vendors are in the running and you want a structured way to compare them on the same criteria.

It’s especially useful if your requirements involve integrations with existing systems, strict compliance standards, or a large number of learners. An RFP also creates alignment inside your organization. It requires stakeholders to agree on budgets and expectations. That shared understanding makes the selection process smoother.

What to Include in an LMS RFP?

Your LMS RFP should not just list features. It should create a shared understanding between your organization and potential vendors.

Here’s what belongs in a strong RFP.

1. Organizational Background

Vendors need context to understand your needs. Share a brief introduction about who you are and what drives your training initiatives. Include details such as:

• Company Profile: It includes industry, size, geographic reach, and audience types (employees, partners, customers).
• Current Learning Environment: Describe the tools in place today, how they’re used, and what challenges exist.
• Learning Goals: For example, upskilling staff, compliance training, onboarding, or customer education.
• Vision for Success: Explain how you’ll measure the impact of the new platform.

The first section will help vendors frame their solutions with your context in mind.

2. Project Objectives

Without clear objectives, RFPs often turn into laundry lists of features. Instead, outline the specific outcomes you’re aiming for:

• Increase learner engagement across departments
• Reduce training time for new hires
• Meet compliance requirements in regulated industries
• Support career development with personalized learning paths
• Improve reporting so leadership can make better decisions

Ideally, you need to let them know exactly which goals you have in mind. The more specific you are here, the more relevant vendor responses will be.

3. Functional Requirements

For most RFPs, this is the most detailed section. It captures what your learning management system must be able to do.

You can organize your requirements into the following categories:

• Course Management: Iterate the ability to create, assign, and track courses, along with support for multimedia, assessments, and certifications.
• Learner Experience: You'll need user-friendly dashboards, progress tracking, and mobile compatibility.
• Collaboration Tools: Learners need discussion forums, chat, or social learning features.
• Assessment & Testing: For this, quizzes, exams, proctoring, and detailed reporting on learner performance are required.
• Analytics & Reporting: Look for customizable dashboards, tracking by role, and exporting data to other systems.
• Compliance Features: You'll require automatic reminders for required training, audit-ready reports, and version control.

When listing functional requirements, identify which ones are mandatory versus optional. The differentiation between the two will depend on the objectives you've described earlier.

Take Coursebox as an example. It has a host of interactive features to improve learner experience. On top of that, it also comes with an AI chatbot tutor for real-time learner assessment. Similarly, it has an AI assessment generator and grader. 

Therefore, if assessments and real-time support are mandatory requirements listed in your RFP, Coursebox could be a good option.

Similarly, another tool may have stellar assessment features. However, it may lack real-time support. So, when it comes to your final choice, you'll opt accordingly.

4. Technical Specifications

Beyond features, vendors need to know your technical environment. Important details to include are:

• Hosting Preference: Cloud-based, on-premises, or hybrid.
• Integration Needs: Compatibility with HR systems, CRM tools, content libraries, or video conferencing platforms.
• Single Sign-On (SSO): Requirements for authentication and security protocols.
• Data Security: Standards vendors must meet (e.g., GDPR, HIPAA, ISO certifications).
• Scalability: Anticipated growth in users or content.
• Accessibility: Compliance with WCAG or Section 508 standards.

These features also impact LMS content creation since they determine how the content will be accessed and if it complies with your industry's regulations. For example, if you have a remote workforce, you'll need a cloud-based LMS that provides security features and integrates with conferencing platforms.

5. Implementation Expectations

An RFP also determines how the solution will be delivered. You must clarify your expectations for the desired start date and go-live deadline, training, onboarding, and migration. If you want the platform to be configured, specify your customization needs or workflows.

6. Support and Maintenance

Ongoing support can make or break your experience with an LMS. Outline what you expect in terms of:

• Support Channels: Phone, email, chat, ticketing system.
• Response Times: Service level agreements (SLAs) for resolving issues.
• Updates & Upgrades: Frequency of new releases and how they are rolled out.
• Dedicated Account Management: Point of contact for escalations or strategy discussions.

These expectations help you evaluate long-term partnership potential.

7. Pricing Structure

Request vendors to break down costs in detail, such as:

• Licensing fees (per user, per active learner, or enterprise-wide)
• Implementation and setup charges
• Training costs for administrators or learners
• Ongoing support fees
• Optional add-ons or premium modules

Ask vendors to explain how pricing scales as your organization grows, as this transparency allows you to compare proposals on equal footing.

8. Vendor Qualification

Since you're also choosing a partner, ask them to provide their company history, size, stability, and experience working with organizations in your industry. You can also ask them to share references or case studies from similar projects. If they've received awards or independent recognition, request that, too.

9. Proposal Submission Guidelines

You should also let vendors know how to respond to your LMS RFP. Specify the format, such as a spreadsheet or narrative responses. Then, mention the deadline, evaluation process, and contact information. Clear instructions reduce confusion and improve the quality of responses.

In the evaluation criteria, let them know how you will judge the proposal. Common criteria are as follows:

• Alignment with functional and technical requirements
• Quality of support and training services
• Pricing and value for money
• Vendor reputation and references
• Flexibility for growth and change

When you share your criteria upfront, vendors can tailor their proposals accordingly, which helps make the comparison process much easier for you.

Conclusion

Many organizations make the mistake of treating an RFP like a formality. However, it's the document that brings clarity to a complex decision. More importantly, it keeps your internal team aligned on priorities, budgets, and expectations before any contracts are signed.

With a strong request for proposal, your organization positions itself to choose an LMS that supports growth and delivers measurable results. Speaking of a reliable learning solution, Coursebox fits the criteria with its AI-powered features and interactive elements. Schedule a free demo to get a peek into its features. 

Frequently Asked Questions

How long does it usually take to prepare an LMS RFP?

Preparation can take anywhere from a few weeks to a couple of months, depending on how many stakeholders are involved. The more complex your needs and integrations, the more time you should allow for gathering requirements and coordinating input.

What’s the role of demos after issuing an RFP?

RFP responses give you facts, but demos show how a system feels in action. Watching how learners and administrators interact with a platform provides insight you can’t get from a written proposal alone. Always pair both before making a final decision.

Do smaller organizations need an LMS RFP?

A formal RFP may not be necessary if only one or two vendors are under consideration. Still, documenting your goals and must-have features in writing is valuable, as it prevents misunderstandings during vendor discussions.

How important is vendor reputation in RFP decisions?

Reputation matters because it reflects reliability and service quality. References and reviews help confirm that vendors can deliver consistently. Look for vendors with strong client references and long-term stability, such as Coursebox, with its portfolio of clients across industries.

Is it possible to combine course creation and LMS functionality in one tool?

Certain solutions offer both. Coursebox functions as an authoring tool and an LMS as it lets organizations design AI-powered courses, manage learners, track progress, and integrate with other systems.