Choosing a third-party logistics (3PL) provider isn’t just another procurement exercise — it’s a critical strategic decision that will impact your supply chain’s efficiency, cost structure and your ability to meet customer expectations. While the right 3PL partner can help you drive long-term operational improvements, from reducing transit times and optimizing inventory levels to increasing network flexibility and mitigating risk, the wrong one can do just the opposite. Think persistent inefficiencies, service failures and unexpected costs that ripple across your entire operation.
That’s why the request for proposal (RFP) process matters — not just the document itself, but every step leading up to and following it. Too often, companies send out vague, boilerplate logistics RFPs that fail to attract the right providers or, worse, don’t receive any responses at all. A well-executed RFP process is about more than just finding a 3PL — it’s about getting 3PL providers capable of meeting your needs, both now and in the future, to engage with you in the first place.
In this guide, we’ll break down every single stage of the logistics RFP process, from defining your needs to evaluating proposals, so you can secure a partner that delivers meaningful results.
A request for proposal is a formal document companies use to solicit bids from potential service providers. In logistics, an RFP enables businesses to evaluate prospective 3PL providers based on their capabilities, pricing and overall fit. Unlike an informal inquiry or exploratory conversation, a logistics RFP provides a structured framework for comparing providers, ensuring that respondents address the same set of criteria in a way that allows for meaningful evaluation.
A well-written RFP is more than just a tool for collecting bids — it’s a strategic document that enables a company to find a logistics partner capable of meeting its immediate operational needs and cost objectives, as well as its long-term growth plans. As such, it should outline specific business requirements, expectations and evaluating criteria, giving prospective 3PL partners everything they need to develop accurate, tailored proposals.
If you’re planning for or actively undergoing a logistic RFP process, you might’ve heard the terms “request for information” and “request for quote.” These are two documents that, while closely related to RFPs, serve distinct roles within the 3PL selection process.
Used early in the selection process, a request for information (RFI) helps companies gather broad insights into different providers’ capabilities before deciding which ones to send RFPs out to. RFIs are particularly useful if your company is considering outsourcing for the first time or evaluating providers you haven’t worked with before. They should include:
If you’re considering sending out a logistics RFP but aren’t sure which 3PLs to include, you may want to start with an RFI to gather general information.
A request for quote (RFQ) is a pricing request sent to providers that have already been vetted. It’s a highly structured document focused on cost breakdowns for specific, well-defined service requirements. Companies typically issue RFQs when they have a clear understanding of their needs and are primarily focused on pricing comparisons. An RFQ should include:
If you have a shortlist of 3PL candidates and just need pricing, an RFQ may be sufficient.
While most companies issue RFIs or RFQs before sending out RFPs, some prefer to include RFI- or RFQ-style sections within their logistics RFP to capture both qualitative insights and structured pricing details in a single document. Doing so helps ensure providers submit comprehensive, comparable responses, making it easier to identify the best fit for your business.
A well-executed logistics RFP process starts long before you actually send out your RFP to potential providers. To attract the right 3PLs and receive meaningful, actionable proposals, you need to lay the groundwork internally.
1. Define Your Operational Challenges & Goals
Before engaging with 3PLs, get crystal clear on why you’re outsourcing or changing providers. Are you struggling with high fulfillment cost, inconsistent service levels, poor inventory visibility or limited scalability? Your RFP should communicate these challenges, as well as what success looks like to you — whether that’s faster shipping times, better order accuracy, lower transportation costs or greater supply chain resilience.
2. Map out Your Current & Future Logistics Needs
A 3PL partnership isn’t just about solving today’s problems, it’s about enabling future growth. Assess your current distribution, fulfillment and/or transportation needs but also consider where your business is heading. Are you planning to expand into new markets or regions? Launching additional sales channels? Preparing for seasonal volume spikes? Make sure your logistics RFP reflects both immediate and long-term requirements.
3. Gather & Validate Key Operational Data
RFP responses will only be as good as the data you provide. Incomplete or inaccurate information will lead to vague, unusable proposals. Before issuing a logistics RFP, collect and validate:
4. Establish Clear KPIs for Measuring Success
What metrics will you use to evaluate your 3PL partner’s performance? Whether it’s inventory accuracy, fulfillment speed, carrier performance or cost per order, defining key performance indicators (KPIs) in advance helps set expectations — and ensures providers can commit to measurable results in their proposals.
5. Assess Your In-House Capabilities & Limitations
Outsourcing logistics doesn’t mean handing over all control. Determine what you intend to retain in-house — such as, say, demand planning, customer service or returns management — and where you’ll need external support. Additionally, assess whether your internal teams have the technology and expertise to effectively collaborate with a 3PL. If not, be prepared to invest in training or system integrations.
6. Ensure Alignment Across Stakeholders
A logistics RFP isn’t just a procurement exercise — it impacts multiple departments across your organization, from operations and supply chain management to finance and customer service. Before issuing an RFP, make sure all key stakeholders agree on goals, priorities and decision-making criteria to avoid delays and misalignment later in the process.
7. Research the Current Market & Provider Landscape
The logistics industry is constantly evolving — what made sense five years ago might not be the best fit today. Before initiating the RFP process, take time to familiarize yourself with:
Doing the legwork beforehand will help you set realistic expectations and attract the right providers.
8. Decide on the Scope & Structure of Your RFP
Will your RFP be a broad search for a new logistics partner or a targeted bid process amongst pre-vetted providers? Will it include both qualitative (capabilities, experience, culture) and quantitative (pricing, SLAs) requirements? Defining the structure of your logistics RFP now ensures you get the depth of responses you need.
9. Prepare for the Evaluation & Selection Process
Many companies send out RFPs without a plan for how they’ll review responses and select a provider. Before issuing an RFP, determine:
Setting these parameters keeps the entire process structured and efficient, avoiding unnecessary delays.
Selecting the right 3PL provider requires more than just sending out an RFP and reviewing proposals. It’s a multi-step process that requires careful planning, collaboration and strategic decision-making. Here’s how to execute a logistics RFP from start to finish.
Most sourcing or logistics managers don’t wake up one day and think, “You know what would be fun? Running an RFP.” Instead, they issue an RFP because something isn’t working — maybe their supply chain is straining under growth or their current provider just isn’t cutting it.
If you’re experiencing any of the following, it may be time to consider outsourcing logistics:
A word of advice: Rushing into an RFP — or skipping it altogether — can lead to costly mistakes, such as:
The right 3PL isn’t just a vendor; they’re an extension of your business. Taking the time to get this process right ensures you find a partner that aligns with your strategy, budget and goals.
Before you can find the right 3PL, you need to clearly define what “right” means for your business. Too often, companies issue vague RFPs and end up drowning in proposals that don’t actually meet their needs. While this is better than the alternative — radio silence — it creates a lot of additional work for your company without the payoff. The more specific you are up front, the better responses you’ll get, and the easier it will be to compare providers.
What services do you need? Start by listing out exactly what you expect your 3PL to handle. This may include:
If you’re unsure what services you’ll need two or three years from now, build in flexibility. A 3PL that meets your current needs but can’t grow with you will only force another RFP down the line. With that in mind, ask yourself:
Pro tip: If a 3PL only looks at your current numbers and doesn’t ask about growth projects, that’s a red flag. A qualified provider will help you plan ahead.
Finally, when defining requirements, make sure you’ve secured input from every key stakeholder — not just procurement or supply chain teams. This includes:
Not all 3PLs are created equal. Some specialize in high-volume fulfillment, others in complex, multi-modal transportation. Some excel at automation, while others rely on manual processes that will slow you down. Without clear evaluation criteria, you risk choosing a provider based on gut feeling — or worse, just the lowest bid.
Your evaluation criteria should focus on five key areas:
1. Operational capabilities & service offerings
2. Technology & visibility
3. Compliance & security
4. Financial stability & cost structure
5. Customer support & account management
Your logistics RFP is the blueprint for your entire selection process. We’ll cover the different components your document needs to include — plus tips on how to make sure it’s detailed enough to elicit high-quality responses — in our next section.
Once you have an airtight logistics RFP, the next step is to make sure it lands in the right hands. Sending your RFP to the wrong 3PLs wastes your time and theirs. Your goal here is to create a shortlist of providers that align with your needs before you start receiving proposals.
There are plenty of logistics providers, but not all of them are built for your business. To filter through the noise:
To avoid overwhelming yourself, create a shortlist of five to eight serious contenders.
You’ve built a strong logistics RFP and carefully selected which 3PLs to send it to. When reaching out to the providers in your shortlist, be mindful to:
By now, you’ve (hopefully) received a stack of logistics RFP responses from potential partners. Some will be thorough, some will be vague and some will look great on paper but fall apart under scrutiny. To cut through the noise and objectively determine which 3PL is the best fit for your business:
You’re nearing the end of the road, and it’s time to make your choice. By this point, you should have one to two clear frontrunners; be sure to resolve any lingering questions or concerns before you choose a provider and enter into final negotiations.
Once you’ve selected a 3PL, review your contract to make sure it includes:
You’ll also want to work with your new 3PL partner to develop a transition plan that ensures a smooth handoff and minimizes disruption. This transition plan should include a timeline with key milestones, a tech integration plan, your account management structure and a staff training and communication plan.
To create a comprehensive logistics RFP that 3PLs will actually want to respond to, be sure to include the following elements:
1. Non-disclosure agreement (NDA): Before getting into details, lock confidentiality. An NDA protects both your business and the 3PL, ensuring sensitive supply chain data, pricing structures and operational insights stay secure. A solid NDA can build trust right out of the gate — and trust is the foundation of any successful logistics partnership.
2. Introduction: This is your chance to introduce your company and make your RFP stand out. A strong introduction should answer key questions:
Be clear, and be compelling. 3PLs receive a large volume of RFPs every day — make yours one they want to respond to.
3. Schedule: Lay out the timeline for your RFP process, including key dates:
Also, clarify who’s responsible for each milestone and provide a contact for any timeline-related questions. Clarity up front avoids confusion later.
4. Term of contract: How long will this partnership last? Contracts can range from a few months (for short-term projects) to multi-year commitments (for long-term fulfillment or distribution needs). Setting expectations early helps 3PLs propose the right solutions for your timeframe.
5. Pricing: Pricing models vary widely across 3PLs, from cost-plus to transactional, fixed variable and incentive-based structures. To accurately compare proposals, you need to understand:
6. Response requirements: If you want detailed, useful responses, be specific about what you need. Outline exactly what the proposal should include, such as:
7. Evaluation criteria: Define how you’ll assess responses before they start rolling in. Whether you use a formal scoring system or a more flexible approach, outline:
A clear evaluation framework ensures equitable comparisons based on uniform criteria, so you can focus on what really drives success.
8. Current business operations: 3PLs can’t offer custom-fit solutions if they don’t understand your business. The more context you provide, the better proposals will be, so include key details such as:
9. Service requirements: This is where you’ll set expectations, avoiding surprises down the line. Define service levels for:
10. Response format: A structured response format makes comparing proposals faster and easier. Request specific sections, including:
11. Culture: You aren’t just hiring a vendor — you’re choosing a strategic partner. Cultural alignment plays a huge role in the long-term success of your 3PL partnership, so consider outlining what matters to you, such as:
Though culture fit may not seem urgent, misalignment here can derail even the best operational match.
12, Questions: Wrap up your RFP with any remaining questions that didn’t fit into previous sections. Be sure to ask anything that could impact your final decision, such as how 3PLs handle volume surges, how they approach continuous improvement and how they measure customer success.
Need help structuring your logistics RFP?
Once you start receiving proposals, the real work begins. Evaluating prospective 3PL providers is about more than just ticking boxes — you need to find a 3PL that fits your operations, scales with your growth and aligns with your strategic goals. Here’s how:
1. Start with non-negotiables. Make sure each 3PL meets your baseline requirements regarding infrastructure, service levels, locations, transportation network and technology. If a provider can’t meet these foundational needs, move on.
2. Look beyond the price tag. Cost matters, but the cheapest option isn’t always the best deal. A low upfront cost can lead to higher expenses down the road if the provider lacks efficiency, scalability or operational excellence. Instead, focus on total cost of ownership.
3. Assess operational expertise and flexibility. Your business isn’t static; your 3PL shouldn’t be, either. A strong logistics partner is one that adapts as your needs change, from handling seasonal spikes without disruption to scaling warehousing space and labor as your business grows.
4. Carefully review performance metrics. Any provider can talk a big game — demand the data to back it up. Review key KPIs, such as order accuracy rate, on-time fulfillment percentage, inventory shrinkage rate and client retention rate to ensure you’re making the right choice. A high-performing 3PL should be more than willing to share their historical data and client success stories.
5. Evaluate cultural and strategic fit. Your 3PL provider should be an extension of your supply chain team. If there’s a cultural mismatch, the partnership will struggle. With that in mind, consider:
6. Test their technology. Real-time inventory visibility and seamless integration between your sales channels and your 3PL’s WMS is more than a nice-to-have — they’re a need-to-have. Before signing with a 3PL, make sure they’re leveraging the latest-and-greatest technology and able to integrate with your sales platform, regardless of which software provider you use. Not only will this improve decision-making and reduce errors — it’ll save you money in the long run.
7. Check their contingency plans. Disruptions happen. What matters is how your 3PL plans for and responds to them. Ask about their disaster recovery and business continuity plans, strategies for labor shortages and supply chain disruptions and backup fulfillment options in case of network failures to ensure all your bases are covered in the event of disruption.
8. Trust, but verify. When prospective partners tell you how great their company or logistics services are, don’t just take their word for it — talk to their clients. Request references, case studies and site visits. The best 3PLs won’t hesitate to prove their value.
Preparing to issue an RFP in your search for the perfect 3PL partner? Add Legacy Supply Chain to your list. With over 40 years of logistics industry experience, we have the operational know-how, best-in-class technology and supply chain infrastructure to help you stay more connected to your customers by giving you control of your supply chain, improving your cost-to-serve and enabling growth and scalability. To learn more about Legacy, contact us today.
A request for proposal (RFP) in logistics is a formal document companies use to solicit bids from third-party logistics (3PL) providers. It outlines service requirements, operational needs, pricing expectations, selection criteria and more to ensure prospective partners submit detailed proposals that align with the company’s supply chain strategy. A well-structured RFP process helps businesses make informed, data-driven decisions when selecting a logistics partner.
Businesses that require warehousing, fulfillment, distribution or transportation services typically issue RFPs. This includes retailers, eCommerce brands, manufacturers and wholesalers seeking logistics support. The process is often led by procurement teams, supply chain executives or operational leaders responsible for selecting a provider that aligns with the company’s goals.
Issuing an RFP ensures that companies evaluate 3PL providers based on objective criteria rather than relying on sales pitches or surface-level discussions. A well-structured RFP process enables businesses to compare service capabilities, scalability, pricing models, cultural alignment and more, making it easier to identify a provider that meets both short-term needs and long-term growth objectives.
The typical RFP process is as follows:
A complete logistics RFP should include the following:
Every logistics 3PL should include an entire list of questions that go beyond the basics to assess a provider’s real-world capabilities. At minimum, though, it should include these essential questions:
Download this free template and get everything you need to create the perfect RFP and to find the 3PL partner that’s the right fit for your business.
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