EHS Software RFP Template (Word)

EHS Software RFP Template

This free EHS software RFP template gives EHS, HSE, and QHSE teams a structured, vendor-neutral way to run a Request for Proposal and compare safety software objectively — on documented evidence rather than demo impressions. Instead of building an evaluation from scratch, you start from 75 ready-made requirements across 12 functional areas, including incident and injury management, corrective and preventive action (CAPA), audit and inspection, risk assessment, contractor management and permit-to-work, occupational health, environmental management, training and competency, mobile and frontline adoption, analytics with leading and lagging indicators, and AI capabilities.

Every requirement carries a response code, a required evidence type, and an adjustable priority and weight, so you can score vendors consistently and defend the decision to your stakeholders. The template also includes eight red-flag questions every buyer should ask before signing and a weighted vendor comparison scorecard to rank finalists side by side. Fill in your organization’s details, adapt the requirements to your program, and issue it to your shortlist in an afternoon.

What is an EHS software RFP?

An RFP (Request for Proposal) is the formal document you send to shortlisted software vendors, asking each to respond to the same structured set of requirements so you can compare them like for like. In EHS software procurement, a well-built RFP is what separates a decision you can defend at audit from one based on whoever gave the most polished demo. This template turns that process into a repeatable, evidence-based exercise your whole selection committee can follow.

How to use this template

1. Complete the organization profile and objectives so vendors respond to your reality, not a generic pitch.
2. Edit the 75 requirements — delete what doesn’t apply, add what’s missing, and set each priority and weight.
3. Issue it to your shortlist, require evidence for every claim, and score responses with the weighted scorecard.

Before you shortlist, work through the decision framework in our how to choose EHS software guide, then use the best EHS software ranking to build your candidate list.

Standards and frameworks it covers

The requirements map to the standards that matter most in safety procurement, so your RFP already speaks the language auditors expect. It covers ISO 45001 occupational health and safety, including its 2024 climate-change amendment; ISO 14001 environmental management, explained in our ISO 14001 implementation guide; OSHA recordkeeping and Process Safety Management under 29 CFR 1910.119; and health-and-safety disclosure under ESRS S1, part of the CSRD reporting framework. Because software changes constantly, the template also asks vendors to confirm how regulatory content is maintained and updated over time.

Who should use this template

This template suits any EHS, HSE, or QHSE team running a formal, multi-vendor selection — typically organizations at a governed maturity stage evaluating a full system of record, or growing programs replacing spreadsheets and paper inspections with a dedicated tool. It works equally well for a single-country manufacturer standardizing safety across several plants and for a multinational consolidating incident, audit, and compliance data into one platform. If you operate a single small site with no dedicated EHS administrator, a lighter, informal comparison may serve you better than a full RFP — and the template’s executive summary says so plainly, so you never over-engineer a decision that doesn’t need it.

Related EHS resources

Pair this template with the full EHS software category on AiGreenTools and the transparent scoring methodology behind every review. Once you have a shortlist, use the template to request evidence directly from platforms such as SafetyCulture, Intelex, and Cority — and hold each of them to the same evidence standard.