Request for information email that gets complete answers
You need details before you can decide: what a software vendor can do, how a course works, or which documents an office needs from you. Vague emails get vague answers. This prompt has your todo.is agent check the organization's website first, so you do not ask what is already published, then write a short request for information email with numbered questions and a reply date.
The prompt
- Write a request for information email to [ORGANIZATION AND CONTACT]. I am [WHO YOU ARE AND WHY YOU ARE ASKING]. First, read [THEIR WEBSITE] and tell me which of my questions are already answered there, with links. Then write the email with only the open questions, numbered: [YOUR QUESTIONS]. Ask them to reply by [REPLY DATE] and say what format would help, such as a brochure, price list or a short call. Polite and specific, under 180 words, with a subject line that says what it is about. If this is a formal RFI to several vendors, also make a one-page Word version with a short background and the same numbered questions. Save the email as a Gmail draft and do not send it.
What to change
- [ORGANIZATION AND CONTACT]: E.g. "Fieldnote Software, sales team" or "the admissions office at Westbrook College".
- [WHO YOU ARE AND WHY YOU ARE ASKING]: E.g. "operations lead at a 40-person charity, choosing a volunteer scheduling tool".
- [THEIR WEBSITE]: E.g. "fieldnote.example". Your agent checks it first.
- [YOUR QUESTIONS]: List what you want to know, rough is fine. E.g. "price for 300 users, data in EU?, SSO?, onboarding help?".
- [REPLY DATE]: E.g. "Friday 21 November".
Example result
- Already answered on their website
- • Mobile app: yes, iOS and Android (Features page)
- • Free trial: 14 days, no card needed (Pricing page)
- The email
- Subject: Information request: volunteer scheduling for 300 users
- Dear Fieldnote team,
- I am the operations lead at Riverside Food Bank, a charity with 40 staff and around 300 volunteers. We are choosing a volunteer scheduling tool for early next year, and Fieldnote is on our shortlist.
- Could you help with these questions?
- 1. What would the price be for 300 volunteers and 10 admin users, and do you offer charity pricing?
- 2. Is our data stored in the EU?
- 3. Do you support single sign-on with Google Workspace?
- 4. What onboarding help is included, and how long does setup usually take?
- 5. Can we import our current volunteer list from a spreadsheet?
- A reply by Friday 21 November would be ideal. A price sheet and a short call are both welcome.
- Thank you,
- Grace Moyo
- Operations Lead, Riverside Food Bank
- Formal RFI (Word file, outline)
- • Background: who we are and what we need
- • Timeline: reply date, demo week, decision date
- • Numbered questions (as above), grouped by topic
- • How to reply and who to contact
- RFI, RFQ or RFP?
- • RFI: gather information to build a shortlist
- • RFQ: ask for a price on a clearly defined need
- • RFP: ask for a full proposal on how they would solve it
How to do it with todo.is
- Copy the prompt and fill in who you are writing to, why, and your rough questions.
- Paste it into todo.is. Your agent reads their website first.
- You get the open questions as a short email, plus a Word RFI if you need a formal version.
- Send it to each organization, then attach their replies and ask your agent for a comparison table.
Tips for a better result
- Number your questions. Replies come back numbered too, which makes comparing easy.
- Say why you are asking and your timeline. Vendors prioritize serious, dated requests.
- Keep it to 5 to 8 questions in an email. Longer lists belong in an attached document.
- Send the same questions to every vendor so the answers can be compared side by side.
request for information email: FAQ
- What is a request for information email? A short email asking an organization for specific details, such as features, prices or requirements, so you can make a decision or prepare an application.
- How do I write a request for information? Say who you are and why you are asking, list numbered questions, give a reply date and thank them. Keep it focused.
- What is the difference between an RFI and an RFP? An RFI gathers information to build a shortlist. An RFP asks shortlisted vendors for a full proposal with price and approach.
- Can todo.is compare the answers I get back? Yes. Attach or forward the replies and your agent builds a comparison table in Excel or Word.
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