Should You Answer an RFI When the Prospect Goes Silent?

We’ve all been there. An RFI lands in your inbox. You spend hours crafting a detailed response, hit send… and then? Silence. No calls. No emails. Just crickets. Then, weeks later, an RFP arrives.

Should you even bother responding?

It’s a frustrating but common scenario in PreSales. Let’s explore when an RFI is worth the effort and when it’s better to walk away.

Why It’s Tempting to Ignore the RFP

RFPs can be time-consuming. When a prospect sends one but then becomes unresponsive, it’s easy to feel that your efforts will be wasted. Why invest time in a company that doesn’t even engage with you directly?

Many professionals follow a simple playbook: if there’s no conversation, it’s a bad sign. Without insight into the client’s specific needs, a personalised response can feel like a shot in the dark.

But before you decline or ignore it, let’s consider a few critical factors.

The Potential Value of the RFI

Even when the prospect is silent, RFIs serve a deeper purpose in the buying journey. It may not feel personal, but they could be benchmarking or gathering data for a decision down the line.

🔹 Is this a strategic fit? Is this a client or industry you want to work with even without a dialogue?

🔹 What’s the competitive landscape? If the client is gathering responses from competitors, you could establish your position early and stand out by demonstrating unique value.

🔹Is it worth the learning opportunity? Sometimes responding to RFIs, RFPs, or RFQs helps you gain insights into evolving industry trends and buyer expectations.

📌 Pro Tip: Companies that engage vendors early in the process are 3X more likely to move forward with them. If you suspect they are merely gathering information, a well-crafted response could put you ahead of competitors.

Qualify Early, Even with an RFI

Before investing significant effort, ensure the opportunity is real, winnable, and worth your time. Here’s a structured way to qualify an RFI before diving in:

1️⃣ Assess the Business Drivers: Is There a Compelling Event?

A compelling event is the catalyst that forces the prospect to take action. If there’s no urgency, the deal could stall indefinitely. Ask yourself:

✅ What’s triggering this RFI? (New regulation? Expiring contract? Competitive pressure?)

✅ What happens if they do nothing? (If the answer is “not much,” they may not be serious buyers.)

✅ Is there an internal deadline driving this? (A project without a clear timeline is often low priority.)

📌 Pro Tip: If the RFI is purely “informational,” it’s a red flag. Companies that truly need a solution engage vendors before issuing an RFI.

2️⃣ Identify Your Champion: Who’s Pushing for This?

RFIs are often issued by procurement teams with no real influence. Find out:

✅ Do we have a champion inside the company?

✅ Has this champion been involved in shaping the RFI? (If not, it may be a “check-the-box” exercise.)

✅ Does this champion have access to decision-makers?

If you don’t have a champion, your chances of winning drop significantly.

📌 Pro Tip: Ask yourself: If we don’t respond, will anyone fight for us to be included? If the answer is “no,” you’re likely being used as a price-checking exercise.

3️⃣ Check the Fit: Does This Align with Our Strengths?

An RFI that is too vague or heavily skewed toward a competitor’s strengths is a warning sign.

✅ Do the requirements align with our core capabilities?

✅ Are there any “must-have” criteria we don’t meet?

✅ Are they asking for features we know our competitors push? (This could indicate a pre-selected vendor.)

📌 Pro Tip: If the RFI reads like it was written by a competitor, ask if you can provide an alternative approach that better suits their goals.

4️⃣ Budget & Decision Process: Is There a Clear Path Forward?

Budget is a key indicator of seriousness. Without it, the RFI could be a research exercise rather than a real buying process.

✅ Has budget been allocated for this project?

✅ Who controls the budget, and have they been engaged yet?

✅ Is this budget realistic for the scope of the project?

🚨 Red Flag: If they say, “We don’t have a budget yet, but we’re exploring options,” proceed with caution.

📌 Pro Tip: Ask directly: “If we meet all your needs, what’s the next step after this RFI?” If they don’t have a clear answer, the opportunity may not be real.

5️⃣ Decision Timeline: Is This an Urgent Need or a Research Project?

Timing is critical. A prospect with no clear timeline is a low-priority lead.

✅ What’s the decision-making process after the RFI?

✅ When do they need to implement the solution?

✅ Are they considering a Proof of Concept (PoC) before full deployment?

🚨 Red Flag: If the timeline is vague (e.g., “we’re evaluating options for the future”), this deal is likely to stall.

📌 Pro Tip: Push for a timeline commitment: “When do you expect to finalize your shortlist and move forward?” If they can’t answer, they’re likely not ready to buy.

How to Qualify When You Have No Direct Contact

Sometimes, prospects won’t engage before the RFI deadline. In that case, look for external indicators:

🔍 Recent News: Have they secured funding, gone through a merger, or faced regulatory changes?

🔍 Hiring Trends: Are they hiring for roles related to the project? (A sign they are serious.)

🔍 Competitor Moves: Did a competitor recently announce a new contract with them? (Could indicate a reactionary RFI.)

🔍 Engagement: Does the client look at your shared materials? For example, is he active on the buyer’s content portal (@Paperflite)

📌 Pro Tip: Use LinkedIn Sales Navigator to check if key decision-makers have engaged with your company’s content.

What You Can Do to Increase Engagement

It’s not just about whether to answer. It’s about how you handle it. Here’s how you can take control of the process:

1. Ask for Clarification

Before diving in, politely request a short call or email exchange to clarify key points. This signals your commitment to a tailored response.

✉ Example: “Thank you for considering us in your evaluation process. I’d love to understand better your key priorities to provide a more relevant and helpful response. Could we schedule a brief call to discuss further?”

2. Focus on Value, Not Just Features

Without direct communication, don’t just copy-paste standard responses. Instead, highlight how your solution solves common industry pain points.

Competitive Edge: Research indicates that vendors who communicate value early are 60% more likely to be shortlisted in RFP processes.

3. Follow Up with Proactivity

Silence doesn’t necessarily mean disinterest. After sending your RFI response, follow up within a few days:

💡 “I wanted to check in on our response and see if you had any additional questions. I’d be happy to discuss how we can best support your objectives.”

A persistent yet polite approach can sometimes revive stalled conversations.

4. Add a Personalized Video or Demo Link

Stand out by including a short video message or a brief walkthrough of how your solution addresses common industry challenges.

📹 Pro Tip: Videos improve engagement by 80% compared to text-only responses.

5. Use a Content Tracking Portal

Tools like @Paperflite allow you to track whether the prospect actually engages with your content. If there’s no activity, they may have included you only for comparison purposes.

6. Provide Additional Value in Follow-Ups

If your follow-up goes unanswered, avoid a generic “Did you receive my response?” Instead, offer something new:

✔ Share relevant industry news

✔ Provide a case study showcasing recent success

✔ Offer a brief demo or walkthrough tailored to their industry

By consistently adding value, you position yourself as a trusted advisor rather than just another vendor.

When to Walk Away: Should You Always Respond?

Sometimes, the best decision is to say no. Here’s when you should qualify out and focus your efforts elsewhere:

🚩 No Clear Fit: If your solution isn’t a strong match for their needs, responding can be a resource drain.

🚩 No Engagement After Follow-Up: If multiple follow-ups yield no response, cut your losses.

🚩 Procurement-Driven RFXs: If procurement is just box-checking and a competitor is already preferred, it may not be worth the effort.

Quick Test: Ask the prospect “What are the key decision criteria beyond price?” If they’re vague, you’re likely a “column filler.”

Create a Simple “No-Response” Workflow

Instead of reacting randomly, establish a clear process for handling silent RFIs:

1. Initial Response – Send a well-tailored RFI response (Day 0-2).
2. First Follow-Up – Check-in with a short, value-driven email (Day 3-5).
3. Second Follow-Up – Add new value (case study, video, insights) (Day 6-10).
4. Final Touchpoint – Politely step back while keeping the door open (Day 11-15).
5. Close the Opportunity or Move to Long-Term.

This structured approach ensures you maintain professionalism while focusing on high-value opportunities.

Conclusion: What’s the Risk vs. Reward?

Answering RFIs without engagement is always a calculated risk. However, the potential reward can outweigh the time investment if you see long-term alignment.

By approaching RFIs strategically, with value-driven responses, qualification filters, and proactive follow-ups, you improve your chances of engagement, even when prospects are silent.

Remember: Every RFI is not just a sales opportunity! It’s a chance to refine your market insights and positioning.

💬 What’s your approach when prospects go quiet after sending an RFI? Have you ever won a deal by responding despite silence? Drop your experience in the comments!

Author: Dr. Johannes Hangl

Hi there! I'm Johannes Hangl, a recent Ph.D. graduate in Business and Economics from Mendelova univerzita v Brně. With a solid foundation in logistics, supply chain management, and business — further enriched by my Master of Science from THM Technische Hochschule Mittelhessen and both a Bachelor and Master Professional of Business Management from the Academy Handel Munich — I bring a robust mix of theory and practical PreSales experience. Professionally, I've developed expertise in crafting effective logistics strategies and solving complex problems, which enhances business growth and operational efficiency. At home, I'm a dedicated father of three, balancing family life with professional ambitions, which fuels my passion for productivity and efficiency in all aspects of life. I thrive on working smart to streamline processes and achieve excellence with a relaxed, yet focused approach to both life and work.