RFP checklist: 10 questions every procurement team should ask

Choosing a travel management company (TMC) is an important procurement decision. The right partner can help your organisation control travel costs, improve policy compliance, support travellers and gain better visibility over your programme. The wrong fit can create friction and extra work for your procurement, finance and people teams. 

That’s why a well-structured request for proposal (RFP) matters. It gives suppliers a consistent brief and helps your team compare more than headline pricing. You can assess the service, technology, expertise and flexibility that will shape your business travel programme day to day. 

Use the questions below as a business travel RFP checklist. They can help you build a more complete brief and identify the areas that deserve closer attention during supplier presentations and contract negotiations. 

1. How will you understand our travel programme and business objectives?

Every company travels differently. A fast-growing technology company may need support for international expansion, while a professional services firm may prioritise traveller productivity, complex itineraries or project-based travel. 

Ask potential partners how they will learn about your organisation, your employees and your priorities. Look for a consultative approach, with time spent understanding your current programme, pain points, travel patterns and future plans. A strong TMC should be able to connect its recommendations to measurable business outcomes — not simply present a standard package. 

2. What's included in your service and pricing model?

An RFP response should make the total cost of the proposed service easy to understand. Ask suppliers to set out their transaction fees, management fees, implementation costs, out-of-hours charges and any additional costs for changes, cancellations, group travel or complex bookings. 

Also ask what’s included as standard. Does the service cover traveller support, reporting, account management, unused ticket management and policy advice? 

3. How will you deliver a conistent, high-quality traveller experience?

Traveller experience has a direct impact on adoption and productivity. If booking is difficult or support is slow, employees may look outside the approved programme — reducing visibility and making costs harder to manage. 

Ask how the supplier balances digital convenience with human expertise. Find out how people can book, amend and cancel trips, and how they receive support before and during travel. It’s also worth asking whether travellers can speak to a dedicated or familiar contact when their plans are more complex. 

4. How do your technology and booking tools support our policy?

Technology should make it easier to follow policy, not simply add another platform to manage. Ask for a demonstration of the online booking experience and explore how it handles approval workflows, preferred suppliers, budgets, traveller profiles and out-of-policy choices. 

Ask whether the tools integrate with your existing systems, such as expenses, HR, identity or calendar platforms. You should also understand how the supplier supports people who need a blend of online self-service and expert assistance. 

5. What reporting and data will we receive?

Reliable data helps procurement teams identify savings opportunities and make better decisions. Ask what information is available, how frequently it’s delivered and whether reports can be tailored to your organisation. 

Useful reporting may include spend by department, traveller or route; advance purchase behaviour; policy compliance; supplier usage; carbon data; unused ticket value; and service performance. Clarify who owns the data, how it can be accessed and whether your team can export it for analysis. 

6. How will you help us reduce travel costs without reducing value?

Cost control is about more than finding the cheapest fare. Ask suppliers to explain how they identify savings across booking behaviour, travel policy, supplier negotiations, unused tickets, advance purchase and trip design. 

7. How do you support traveller safety, risk management and disruption?

Your travel partner should help you understand where your employees are and communicate with them when plans change. Ask how the TMC supports duty of care, traveller tracking, disruption management and emergency assistance. 

Explore how alerts are delivered, who contacts travellers during a disruption and how urgent cases are escalated. Ask what happens when flights are cancelled, borders change or someone needs help outside normal working hours. Clear processes are essential, particularly for organisations with frequent international travel. 

8. What's your approach to sustainability and responsible travel?

Many organisations are looking for practical ways to reduce the environmental impact of business travel. Ask suppliers how they help clients measure travel emissions, encourage lower-impact choices and build sustainability into policy and colleague communications. 

It’s important to understand the detail behind any sustainability claims. Ask what data is used, how it’s reported and how recommendations can support your organisation’s wider environmental goals.  

9. How will implementation, change management and adoption work?

A successful launch requires more than switching on a booking tool. Ask for a clear implementation plan covering discovery, data migration, integrations, testing, training, communications and launch support. 

Ask how the supplier will encourage adoption among different traveller groups and how success will be assessed after launch. Find out who will manage the transition, what your team will need to provide and how issues will be handled. A defined plan can reduce disruption and help your programme deliver value sooner. 

10. How will you measure success and develop the partnership?

Your RFP should establish what good performance looks like after the contract is signed. Ask suppliers to propose service-level agreements and key performance indicators covering response times, traveller satisfaction, online adoption, savings, reporting and policy compliance. 

You should also ask how often performance reviews will take place and what continuous improvement looks like. Will you have a named account manager? How will new technology, changing travel patterns and evolving business priorities be addressed? The strongest TMC relationship should develop with your business rather than remain static. 

Find a travel partner that fits your business

The right travel management company should give your procurement team greater visibility and control while making business travel easier for your people. By asking the right questions at RFP stage, you can compare suppliers on the factors that matter most: service, expertise, technology, safety, sustainability and long-term value. 

At Travel Counsellors for Business, we combine personal service with the tools and insight businesses need to manage travel confidently. Talk to our business travel team to discuss your requirements and find out how we could support your organisation.