# RFP Compliance Matrix Template

> Free template from RFP Software Tools (https://rfp-software-tools.com/templates/rfp-compliance-matrix-template). No sign-up. The Excel version has dropdowns and formulas; this Markdown copy shows the same structure.

## How to use it

| Area | What it is for | How to fill it |
| --- | --- | --- |
| Req. ID and RFP reference | Gives every requirement a stable ID and the exact place it appears in the RFP. | Number requirements in the order they appear (R-001, R-002). Never renumber after drafting starts. Record the RFP section and page so a reviewer can check the original wording in seconds. |
| Requirement text | Holds the requirement verbatim, so the team answers what was asked rather than a paraphrase. | Paste the buyer’s sentence exactly. Paraphrases drift and lose qualifiers like "within 24 hours" or "at no additional cost". Split compound requirements ("shall provide X and Y") into separate rows so each gets its own status. Search the RFP for "shall", "must", "will", "required" and "should" to find them, including in attachments and terms. |
| Type and category | Separates pass/fail mandatory items from scored desirables, and groups rows for assignment. | Mark Mandatory where the RFP says shall or must. A missed mandatory can disqualify the bid outright. Use the category dropdown to route rows: technical, security, commercial, legal or submission format. |
| Compliance | Records your honest position on each requirement. | Full means you meet it as written today. Partial needs a note explaining the gap. Exception means you do not accept it and must appear in the exceptions table. Leave TBD only while the owner is investigating. Nothing should still be TBD at final review. |
| Response section, owner and status | Turns the matrix into the work plan: where each answer will live, who writes it and how far along it is. | Fill the response section as soon as the outline exists, using the buyer’s numbering where you can. Assign one named owner per row, not a team. Update status at each stand-up. |
| Summary sheet | Counts requirements by compliance status automatically, so the bid lead sees gaps without filtering. | No input needed: counts update as the matrix fills. Review any Partial or Exception count with sales and legal before the go/no-go is final. |

## Sheet: Compliance matrix

One row per requirement. Paste requirement text verbatim. Shaded cells are inputs; Type, Category, Compliance and Status have dropdowns. Example rows are illustrative: overwrite them.

| Req. ID | RFP section | Page | Requirement text (verbatim) | Type | Category | Compliance | Response section | Owner | Status | Notes, gaps and assumptions |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| R-001 | 3.1 | 12 | The system shall support single sign-on via SAML 2.0. | Mandatory | Security | Full | 9.2 | Security lead | Final |  |
| R-002 | 3.4 | 13 | All customer data shall be stored within the European Union. | Mandatory | Security | Full | 9.4 | Security lead | In review | Confirm backup region too. |
| R-003 | 4.2 | 15 | The vendor should provide an API for exporting all records. | Desirable | Technical | Full | 7.3 | Solutions engineer | Drafting |  |
| R-004 | 5.2 | 18 | The solution must be live in production within 90 days of award. | Mandatory | Functional | Partial | 6 | Delivery lead | Drafting | Plan is 12 weeks; propose phased go-live. |
| R-005 | 8.1 | 24 | The vendor shall accept unlimited liability for data breaches. | Mandatory | Legal | Exception | 12 | Legal | In review | Propose cap; list in exceptions table. |
| R-006 | 10.3 | 31 | Responses shall not exceed 40 pages excluding appendices. | Mandatory | Submission format | TBD | n/a | Bid manager | Not started |  |

Dropdown values:

- **Type:** Mandatory / Desirable / Informational
- **Category:** Technical / Functional / Security / Commercial / Legal / Submission format
- **Compliance:** Full / Partial / Exception / Not applicable / TBD
- **Status:** Not started / Drafting / In review / Final

## Sheet: Summary

Counts update automatically from the Compliance matrix sheet.

| Compliance status | Requirements | Share |
| --- | --- | --- |
| Full | (calculated) | (calculated) |
| Partial | (calculated) | (calculated) |
| Exception | (calculated) | (calculated) |
| Not applicable | (calculated) | (calculated) |
| TBD | (calculated) | (calculated) |