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Free LMS RFP Template — Request for Proposal for Learning Platforms
Buying an LMS is a multi-year commitment. This RFP template makes vendors answer the questions that actually matter — before you sign.
Last Updated: May 2026
An LMS request for proposal (RFP) forces structure and fairness into a high-stakes, multi-year decision. A good RFP gets every vendor answering the same questions in writing, surfaces the hidden costs and limitations that demos hide, and gives you an auditable basis for the decision. This template covers the sections every LMS RFP needs — from company context to the specific functional, technical, security, and commercial questions to ask. Copy it, delete what doesn't apply, add your must-haves, and send it to your shortlist.
1. Company background & context
Organization name, industry, and size:
Number of learners (current and projected over 3 years):
Primary use case (employee training / customer education / compliance / selling courses / academic):
Current system and why you're replacing it:
Target go-live date and key milestones:
Budget range (optional but speeds qualification):
2. Project goals & success criteria
Top 3 business outcomes this LMS must enable:
How success will be measured 12 months post-launch:
Key stakeholders and decision criteria:
Deal-breakers (non-negotiable requirements):
3. Functional requirements (ask vendors to mark: included / add-on / not available)
- Course authoring / builder (video, documents, quizzes, assignments)
- SCORM 1.2 / 2004 and xAPI import and tracking
- Native live sessions / virtual classroom (or integration required?)
- Assessments, question banks, and certifications with expiry tracking
- Learning paths, prerequisites, and automated/role-based enrollment
- Community / discussion / social learning features
- White-label branding and custom domain
- Multi-tenant / sub-academy support (if needed)
- Built-in billing / e-commerce (if selling courses)
- Mobile app and offline access
- Reporting, analytics, and custom/exportable reports
- Multi-language / localization support
4. Technical & integration requirements
SSO method required (SAML, OIDC, Google, Microsoft):
HRIS / HRMS integration needed (which system?):
CRM or other integrations (Salesforce, HubSpot, etc.):
API and webhook availability and documentation:
Data export / migration support from current system:
Hosting model (cloud/SaaS, self-hosted) and data residency requirements:
Accessibility compliance (WCAG level):
5. Security & compliance (vendor to provide evidence)
- SOC 2 / ISO 27001 certification (request the report)
- GDPR / CCPA / regional data-protection compliance
- Encryption at rest and in transit
- Role-based access control and audit logs
- Data backup, retention, and deletion policy
- Uptime SLA and historical uptime record
- Penetration testing cadence and incident-response process
6. Commercial & pricing questions (the hidden-cost flush-out)
Pricing model (per-user, flat-rate, tiered) and all-in annual cost at our seat count:
Cost at 2x and 5x our seat count (model growth):
Implementation / setup / onboarding fees:
Transaction fees on course sales (if applicable):
Annual price-increase cap and renewal terms in writing:
What's included vs. add-on (SSO, white-label, API tier, support level)?
Contract length, payment terms, and cancellation policy:
7. Implementation, support & references
Specific go-live date you'll commit to in writing:
Implementation process, resources required from us, and timeline:
Support tiers, response-time SLAs, and dedicated CSM availability:
Training and documentation provided:
3 reference customers with our use case and seat count (we may contact directly):
How to use this template
- →Delete requirements that don't apply and add your organization's must-haves before sending
- →Ask vendors to mark each functional item 'included / add-on / not available' — this surfaces tier-gating fast
- →Insist on written answers to the commercial questions; demos hide the hidden costs
- →Score responses with a weighted matrix (see our LMS Vendor Evaluation Scorecard template)
Frequently asked questions
What is an LMS RFP?
An LMS RFP (request for proposal) is a structured document sent to shortlisted LMS vendors asking them to answer the same set of functional, technical, security, and commercial questions in writing. It standardizes the comparison, surfaces hidden costs and limitations, and creates an auditable basis for the selection decision.
What should an LMS RFP include?
A complete LMS RFP includes: company background and context, project goals and success criteria, functional requirements (features), technical and integration requirements, security and compliance evidence, commercial/pricing questions (including hidden fees and renewal caps), and implementation/support/reference requests.
How do you evaluate LMS RFP responses?
Score responses against a weighted criteria matrix — weight each requirement by importance to your use case, score each vendor, and compare totals. Pair this RFP template with a vendor evaluation scorecard, and always check references and run a hands-on trial before deciding.
Do I need an RFP to buy an LMS?
Not always — small businesses buying an SMB plan can often skip a formal RFP and just run trials. But for mid-market and enterprise purchases, where the decision is multi-year and six-figure, an RFP ensures a fair, thorough, defensible comparison and surfaces the costs and limitations that vendor demos gloss over.
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