8 Common RFP Mistakes When Evaluating an LMS or Training Content Provider

Shopping for a new learning platform? Whether you’re overhauling an outdated system or scaling your training program, starting with a strong LMS RFP (Request for Proposal) is one of the smartest moves you can make. But here’s the catch—many organizations unknowingly undermine their selection process by making preventable mistakes in the RFP stage.

If you’re drafting an RFP for LMS vendors or training content partners, this guide will walk you through the common missteps and help you ask the right questions from the start. Think of it as your no-fluff, practical checklist for choosing a solution that truly fits.

1. Skipping the Strategy Step

Before you open that LMS RFP template, step back and ask: What are we trying to solve? Whether it’s scaling onboarding, improving customer training, or closing skill gaps, your goals should guide every question you ask.

Start with a situation analysis to:

Understand current pain points
Align with stakeholder needs (L&D, HR, IT, etc.)
Define content, feature, and support requirements

A clear strategy makes it easier to spot vendors that align—and filter out those who don’t.

2. Being Too General or Too Specific

Striking the right balance in your LMS RFP is crucial. If your questions are too broad, you’ll get vague answers. But if they’re overly specific, you might unintentionally rule out great vendors who could still meet your needs.

Too general? Instead of asking, “Is your LMS secure?” or “Do you support SCORM?” get specific:
- Which SCORM versions do you support?
- What security certifications do you hold (e.g., SOC 2, GDPR, FERPA)?
Too specific? Overly rigid requirements—like asking for a dashboard with six exact metrics—can limit flexibility and innovation. Focus on goals, not micromanaged features.

When it comes to security, ask clear, essential questions about encryption, compliance, uptime, and access controls—but don’t overwhelm vendors with technical checklists. Your IT team can help shape these without overcomplicating your RFP.

3. Falling for Feature Overload

A feature-packed LMS might look exciting, but what matters is how well it works for your users. Focus on:

User-friendly content creation tools
Mobile accessibility
Personalized learning paths
Admin automation
Learner experience (Is it intuitive? Engaging?)

Let your learning strategy—not a laundry list of features—drive your decision-making.

4. Overlooking Integrations and Scalability

Your LMS doesn’t operate in a silo. It needs to integrate with HRIS, CRM, SSO, webinar tools, and more.

In your LMS RFP, include questions about:

Supported integrations and APIs
Scalability as your organization grows
Ongoing support for integrations and maintenance

Don’t forget to ask how the LMS will scale with you — from a few hundred users to thousands — without breaking your workflows or budget.

5. Underestimating Implementation and Support

Even the best platform can fall flat without the right support. Your RFP for LMS providers should ask about:

Implementation timelines and team structure
Onboarding and training resources
Ongoing customer support channels and SLAs
Client references and success stories

Also ask how they measure customer success. Do they have a dedicated rep? Do they offer optimization strategies post-launch?

6. Ignoring the Total Cost Picture

A low base price might look good now — but what happens when you need customizations, integrations, or more users?

Use your LMS RFP template to explore:

Pricing model (per user, per feature, flat-rate)
Content library and content upload costs
Hidden fees (support, data migration, integrations)
Licensing options and renewal terms

This is where a little detail goes a long way. You’ll thank yourself later.

7. Evaluating Too Many (or Too Few) Vendors

Casting a wide net sounds like a good idea—until you’re buried in proposals that don’t fit. Narrow the field first with an RFI (Request for Information), then send your LMS RFP to a shortlist of 3–5 well-qualified vendors.

This approach saves time and makes your evaluation process more focused and efficient.

8. Relying on a Generic LMS RFP Template

Templates are a great starting point—but they’re not the finish line. Avoid overly broad or outdated documents that don’t reflect your specific needs.

Instead:

Customize your template with real-life use cases
Prioritize must-have vs. nice-to-have features
Include weighted scoring criteria to compare responses

This ensures you’re evaluating based on what matters most to your organization — not just what’s easiest to check off.

Make Your LMS RFP Work Hard for You

At the end of the day, your LMS or training content provider should be more than just a vendor — they should be a partner in your learning strategy. A well-crafted LMS RFP sets the tone for that relationship, helping you find a solution that’s flexible, scalable, and aligned with your goals.

So take the time to ask thoughtful questions, get specific about SCORM and security, integrations, and pricing, and don’t settle for a one-size-fits-all approach. Your future learners — and your sanity — will thank you.