EMPLOYEE BENEFITS REQUEST FOR PROPOSAL (RFP)
Editable broker template | Planlined | Reviewed November 5, 2026
https://planlined.com/resources/benefits-rfp-template/

HOW TO USE
Replace every [bracketed field]. Delete coverage lines that do not apply.
Agree on the request, recipients, attachments, and disclosure method with the
employer before sending. This is a starting document, not a carrier quote.

1. CARRIER INVITATION

Subject: [Employer name] employee benefits RFP - [requested effective date]

We invite [carrier or general agency] to propose coverage for [employer name]
effective [date]. Please use census version [name/date] and the attached
current plan documents. Return the response fields below and official quote
documents by [date, time, time zone] to [secure submission channel/contact].

Quote only these lines: [medical, dental, vision, life, disability - edit].
State any missing information, underwriting conditions, participation
requirements, exclusions, and assumptions that affect the rates. Identify
material differences from the requested coverage.

Questions are due [date]. We will record clarifications and share material
changes with all invited carriers through [channel]. The employer expects to
review proposals on [date] and decide by [date]. These are planning dates,
not a guarantee of award.

2. EMPLOYER AND REQUEST

Legal employer name: [ ]
Industry: [ ]
Headquarters and covered work locations/states: [ ]
Requested effective date: [ ]
Coverage lines requested: [ ]
Eligible population and current enrollment: [ ]
Current carrier for each line: [ ]
Employer priorities and requested alternatives: [ ]
Contribution approach to model: [ ]
Broker contact and secure return channel: [ ]
Question deadline: [ ]
Response deadline, time, and time zone: [ ]
Expected employer decision date: [ ]

3. ATTACHMENT REGISTER

For each attachment, enter file name, version/date, owner, and secure channel.
Attach only information the carrier needs and the employer authorizes.

[ ] Census: [file/version/date]
[ ] Current rates by tier: [file/version/date]
[ ] Current plan summaries, SBCs, or contracts: [file/version/date]
[ ] Current contribution rules: [file/version/date]
[ ] Authorized experience information, if requested: [file/version/date]
[ ] Other: [file/version/date]

Reconcile the census to enrollment before distribution. Flag unresolved
people or tiers. Send individual-level files through the employer's approved
secure channel; keep sensitive information out of the RFP body.

4. REQUESTED RESPONSE FOR EACH PROPOSED PLAN

Carrier, plan name, network name, coverage line: [ ]
Quote version and document name: [ ]
Effective date and census version used: [ ]
Firm or indicative status; underwriting/participation conditions: [ ]
Rate expiration or guarantee terms: [ ]
Monthly rate or cost by tier: [ ]
Fees and taxes, separately identified: [ ]
Medical deductible, out-of-pocket maximum, office visit,
hospital, and prescription terms (if medical): [ ]
In-network and out-of-network distinctions (if applicable): [ ]
Dental, vision, life, or disability limits, waiting periods,
exclusions, and employee options (if applicable): [ ]
Provider directory source/date and disruption-review method: [ ]
Implementation and member-support contact: [ ]
Source document section/page for each key figure: [ ]
Exceptions, omissions, and differences from the request: [ ]

Mark unavailable fields "not provided" and explain why. Do not replace
a missing value with zero.

5. QUESTIONS FOR EVERY CARRIER

1. Which census version and effective date did you use? What would require
   a re-rate?
2. Which requested benefits, networks, or contribution assumptions differ
   from your proposed plan?
3. What must happen before the rates and coverage are binding?
4. Where can the employer verify named providers and prescriptions for the
   quoted network and formulary?
5. What enrollment files, dates, and decisions are needed after selection?

6. SUBMISSION AND EVALUATION

Return a named contact, completed response fields, official quote and benefit
documents, exceptions, and proposal expiration date. Late or incomplete
responses will be handled as follows: [employer-approved rule].

We will compare plans using the same census and effective date and will
consider employer cost, employee cost, coverage, network, conditions,
and implementation. A lower premium alone does not establish equivalence.

7. BROKER PRE-SEND CHECK

[ ] Every bracketed field is complete; inapplicable lines are removed.
[ ] Census, current enrollment, rates, and effective date agree.
[ ] Employer approved recipients and information to disclose.
[ ] File versions, delivery method, questions, and response deadlines recorded.
[ ] Carrier is asked to document missing values and deviations.

After responses arrive, record each quote's version, assumptions, and
exceptions before comparing or presenting it. Planlined helps review returned
carrier documents and create comparisons and proposals; it does not distribute
this RFP or approve a carrier quote.