Writing an RFP for a nonprofit website can feel overwhelming. It’s hard to know where to start, what to include, and how much detail an agency actually needs. A good RFP helps your team receive focused, comparable proposals while clarifying what the new site needs to do, who it serves, and how success will be measured. If your organization is preparing for a website redesign, here’s what to include.
1. Website Goals and Internal Priorities
Before drafting your RFP, gather input from the people who will be most affected by the new website. That might include fundraising, marketing, programs, communications, or leadership. Each team will see the site from a different angle. Getting those perspectives early can help you clarify priorities, uncover pain points, and build alignment before the project begins.
Use that input to define your main goals. Are you trying to increase donations, grow email sign-ups, improve event registrations, or support enrollment? The more specific you are, the better agencies can respond with ideas that fit.
2. Scope, Budget, and Timeline
Your RFP should give agencies a practical sense of the project. Share what you know about the scope, including major sections of the site, important features, content needs, and any must-have functionality. Include a budget range if you can. If you’re unsure what’s realistic, ask peers or professional groups what similar website projects typically require. That context helps agencies recommend a plan that fits the work ahead.
It’s also helpful to share your ideal timeline, especially if the launch needs to align with a campaign, event, or other important milestone.
3. Technical Requirements and Integrations
You don’t need to write like a developer to create an effective RFP. Describe what the site should accomplish and mention any third-party systems it should connect with, such as tools for donations, events, email, admissions, volunteers, or payments. If your current CMS is working well, explain why. If it’s creating challenges, share those too.
4. Accessibility Requirements
Accessibility should be part of every website RFP. Ask how the agency approaches accessible design, development, content, and testing. Include any standards or expectations your organization already follows.
An accessible site helps more people engage with your mission and improves the experience for everyone. Addressing it early also makes accessibility part of the strategy, not something added at the end.
5. Process, Team, and Partnership
A website project is about more than design. Ask the agency to walk through its process, from discovery and strategy through information architecture, content planning, design, development, testing, and launch. The process often determines whether the final site works for visitors and remains manageable for your team.
You should also ask who will actually work on your project and how they will be involved. Brief bios or role descriptions can help you understand the experience, perspective, and level of support behind the proposal.
6. Ongoing Costs and Support
Ask agencies to outline any recurring fees and what each covers, including hosting, maintenance, licensing, and ongoing assistance. These costs affect what happens after the site goes live, so they should be part of the comparison from the start. It’s also worth asking what training or documentation will be provided so your team can manage the site with confidence.
7. Nonprofit Experience and Fit
Ask agencies to share work that is relevant to your organization. Live examples are helpful because they show how the work functions beyond a case study. Look for more than visual style. Pay attention to how the site handles content, guides users, supports calls to action, and reflects the organization’s mission.
It’s also worth asking for references. A proposal can tell you what an agency plans to do. References can tell you what it’s like to work with them. If certain values or business practices matter to your organization, ask how the agency approaches them. Fit can include more than portfolio and price.
What You Don’t Need to Decide Upfront
You don’t need to know the latest web trends before writing a nonprofit website RFP. The agency you choose should bring guidance that reflects current standards and makes sense for your audience, goals, and budget.
You also don’t need to choose a CMS in advance or require agencies to use your current one out of habit. If your existing platform still serves your team well, that’s worth saying. But staying open to other options may lead to a solution that is simpler to manage and better suited to your needs.
And you don’t need to use technical jargon to sound prepared. Focus on what the site needs to do, who it needs to serve, and where your current website is falling short. The agency can recommend the right technical approach in its response.
Before You Send Your RFP
A nonprofit website RFP doesn't need to answer every question. It needs to give agencies a good starting point for the conversation.
Ready to start writing? Download our free nonprofit website RFP template.
