3PL RFP: How to Write a Request for Proposal That Gets Comparable Fulfillment Quotes

Short answer: A 3PL RFP (request for proposal) is a document you send to several fulfillment providers asking them to price and describe how they would handle your business. To get comparable quotes, give every 3PL the same data: a 12-month order profile, SKU list with dimensions, inbound pattern, service requirements and integrations, and ask them to price it in the same format. Then score responses on all-in cost per order, service commitments, systems and fit, not on the headline pick fee.

When does a brand need a 3PL RFP?

An RFP makes sense when you are choosing your first 3PL, switching providers, or adding a second node, and you plan to talk to three or more providers. For smaller brands, a lighter version, a one-page brief plus your data file, often works just as well. The point is the same: every provider prices the same business. If you are switching, also read how to switch 3PL providers without disruption.

What should a 3PL RFP include?

1. Company overview and goals

Who you are, your channels, your growth plan, and why you are running the RFP. Be explicit about what is not working today if you are switching.

2. Order profile

Monthly order volume for the last 12 months, average units per order, peak months, and the split between DTC, wholesale and marketplace orders. Include destination mix by state or zone if you have it.

3. SKU and inventory data

Active SKU count, dimensions and weights, units on hand, storage type (shelf, bin, pallet), and special handling such as lots, expiration dates, temperature control or hazmat.

4. Inbound pattern

How often stock arrives, from where, in containers, pallets or parcels, and whether cartons are floor-loaded. Receiving costs depend heavily on this.

5. Value-added services

Kitting, inserts, custom packaging, gift notes, FBA prep, retail compliance, and returns volume with your disposition rules.

6. Systems and integrations

Storefront, marketplaces, ERP or accounting system, and any EDI trading partners. Ask each provider to confirm which integrations are native. See our integrations explainer.

7. Service requirements

Required cutoffs, on-time ship rate, order accuracy, dock-to-stock time and reporting. Ask whether these are guaranteed in writing and what the remedy is. Our SLA guide lists typical commitments.

8. Pricing format

Provide a pricing template with the same line items for everyone: receiving, storage, pick and pack per order and per additional unit, packaging, shipping rates for a sample of your real orders, returns, and any account, onboarding or technology fees and minimums.

9. Contract terms

Ask for term length, termination notice, rate-increase policy, liability limits and payment terms. Compare against 3PLs with no long-term contracts.

How do you make 3PL quotes comparable?

Ask every provider to price the same sample month of real orders, including shipping, and to return an all-in cost per order. Headline pick fees hide differences in storage, packaging and shipping that usually matter more. Our rate card comparison guide shows how to normalize line items, and the 3PL pricing guide explains each fee.

How should you score 3PL RFP responses?

Use a simple weighted scorecard and agree on the weights before responses arrive. A common split:

• All-in cost per order: 30–35%
• Service commitments and guarantees: 20–25%
• Systems, integrations and visibility: 15–20%
• Network coverage and transit times: 10–15%
• Fit, references and contract terms: 10–15%

Adjust the weights to your priorities; a brand with frequent launches might weigh service and speed higher than cost.

What timeline should a 3PL RFP follow?

A typical process: send the RFP, hold a question period, collect proposals, shortlist two or three, run live system demos and site visits, check references, then negotiate. Leave room before peak season; onboarding during Q4 adds risk.

What mistakes should you avoid?

• Sending different data to different providers.
• Comparing pick fees instead of all-in cost per order.
• Skipping the WMS demo. See what to check in a 3PL's WMS.
• Ignoring exit terms until you need them.

How does Atomix respond to an RFP?

Atomix prices against your real order data, publishes daily cutoffs, and backs order accuracy, on-time shipping, billing accuracy and inventory accuracy with written guarantees and automatic credits. Atomix ships from Milwaukee, Salt Lake City and Baltimore and connects to more than 100 platforms.

Frequently asked questions

What is a 3PL RFP?

A request for proposal asking third-party logistics providers to describe and price how they would fulfill your orders, using the same data for each.

How many 3PLs should get an RFP?

Three to five is usually enough to compare pricing and service without overwhelming your team.

What is the difference between an RFI, RFQ and RFP?

An RFI gathers general information, an RFQ asks mainly for price, and an RFP asks for both a solution and pricing.

Should I share my current 3PL pricing?

You do not need to. Sharing your order data is what produces accurate quotes.

Running a 3PL RFP? Send it to Atomix for a quote based on your real orders.

Sources: Atomix operating data and published guarantees (atomixlogistics.com).