Messaging security RFP template and vendor questions
Requirements, questions, and evaluation criteria specific to messaging security procurement
7 min read
Messaging security RFPs are critical because email and collaboration platforms are prime targets for cyberattacks, demanding robust defenses. The complexity of modern threats, including AI-driven phishing and multi-channel attacks, requires a detailed and strategic approach to vendor selection.
What should a messaging security RFP include?
A strong RFP for messaging security should define business goals, required capabilities, integration and security needs, implementation expectations, supplier questions, and weighted evaluation criteria. It should make suppliers prove fit rather than only describe features.
What makes messaging security RFPs different
Securing messaging platforms is unique due to the human element involved; social engineering and human error are primary breach causes. Modern messaging security must go beyond traditional spam filtering to address sophisticated impersonation attempts, payload-less threats, and attacks spanning multiple communication channels. The shift from perimeter-based security (SEG) to API-native, behavior-based defenses (ICES) adds architectural complexity.
Compliance requirements, such as HIPAA for healthcare and GDPR for organizations handling EU data, further complicate the procurement process.
Integration with existing security infrastructure (SIEM/SOAR, identity providers).
Ability to detect and remediate internal-to-internal threats from compromised accounts.
Coverage across multiple communication channels (email, Slack, Teams, SMS).
Compliance with relevant data privacy regulations (GDPR, HIPAA).
RFP vs RFI vs RFQ
Here's when to use each document type when procuring messaging security software.
RFI
Request for Information
Use early in your search to understand what vendors offer and narrow your list. Gather general capabilities, company background, and high-level pricing ranges.
RFP
Request for Proposal
Use when you know your requirements and want detailed vendor solutions and pricing. This is your main evaluation document for shortlisted vendors.
RFQ
Request for Quote
Use when requirements are fixed and you just need final pricing. Often used after RFP when you're ready to negotiate with finalists.
For messaging security, an RFI is useful for initial market research to understand available technologies and vendor capabilities. An RFP is essential for a comprehensive evaluation of technical features, security protocols, and compliance adherence. An RFQ is less suitable due to the complex and evolving nature of messaging threats.
Technical requirements checklist
Use this checklist when defining your RFP scope.
Threat Detection
Anti-phishing and anti-malware capabilities
Business Email Compromise (BEC) detection
Impersonation detection using Natural Language Understanding (NLU)
Detection of advanced threats like quishing and smishing
Anomaly detection based on behavioral baselining
Remediation
Automated post-delivery remediation
Ability to remove malicious emails from all user inboxes
Quarantine management
User reporting mechanisms
Integration with incident response workflows
Integration
API integration with cloud email platforms (Microsoft 365, Google Workspace)
Integration with SIEM/SOAR platforms
Integration with identity providers (Okta, Azure AD)
Integration with collaboration platforms (Slack, Microsoft Teams)
Mobile Device Management (MDM) integration for mobile security
Reporting and Analytics
Real-time threat visibility
Customizable reporting dashboards
Audit-ready reporting for compliance
Metrics on threat detection and remediation effectiveness
Human Risk Scoring and reporting
Deployment
Cloud-based deployment
API-native architecture
Support for hybrid environments
Minimal MX record changes
Rapid deployment capabilities
Questions to include in your RFP
Architecture & Deployment
Describe your platform's architecture and how it integrates with cloud email platforms via API.
API integration is crucial for visibility into internal email traffic and post-delivery remediation.
What deployment options are available, and what are the pros and cons of each?
Understanding deployment options helps determine the best fit for your organization's infrastructure.
Describe your disaster recovery and business continuity plan.
Ensures minimal disruption in case of outages or attacks.
What is the typical implementation timeline for an organization of our size?
Sets realistic expectations for deployment and minimizes disruption.
Threat Detection Capabilities
How does your solution detect and prevent Business Email Compromise (BEC) attacks?
BEC attacks are financially devastating and require advanced detection techniques.
Describe your approach to detecting payload-less threats and impersonation attempts using NLU.
Traditional signature-based methods are ineffective against these sophisticated attacks.
How does your system handle internal-to-internal threats originating from compromised accounts?
Compromised internal accounts can lead to lateral movement and significant damage.
What is your verifiable catch rate for zero-day malware and BEC attacks?
Provides insight into the effectiveness of the threat detection capabilities.
How do you defend against emerging threats like quishing (QR code phishing) and smishing (SMS phishing)?
Attackers are constantly evolving their tactics, requiring proactive defense mechanisms.
Remediation & Incident Response
Describe your automated post-delivery remediation capabilities.
Allows for quick removal of malicious emails from user inboxes.
What is the typical time from detection to remediation?
Minimizes the window of opportunity for attackers.
How does your platform integrate with our existing incident response workflows?
Streamlines incident response and reduces manual effort.
Can you demonstrate the remediation workflow for an internal-to-internal phishing attack?
Validates the effectiveness of the remediation process.
Integration & Ecosystem
What integrations do you offer with SIEM/SOAR platforms?
Ensures that messaging threats are correlated with broader security events.
Describe your integration with identity providers like Okta or Azure AD.
Automates user onboarding and identifies anomalous login behaviors.
How do you extend protection to collaboration platforms like Slack, Teams and Zoom?
Attackers often use multiple channels to conduct attacks.
What level of access does your platform require via our cloud provider's API?
Addresses the security of the security tool itself.
Reporting & Analytics
What reporting capabilities do you offer for demonstrating compliance with regulations like GDPR and HIPAA?
Reduces the time spent preparing for compliance audits.
Describe your customizable reporting dashboards and key performance indicators (KPIs).
Provides real-time threat visibility and allows for performance tracking.
How do you measure and report on the effectiveness of your threat detection and remediation capabilities?
Demonstrates the value of the investment and identifies areas for improvement.
Do you provide a "Human Risk Score" and how is it calculated?
Helps prioritize protection for the most vulnerable users.
Pricing & Licensing
Describe your pricing model and licensing options.
Ensures transparency and avoids hidden costs.
What are the implementation fees and ongoing support costs?
Provides a complete picture of the total cost of ownership.
Are there any additional fees for essential features like audit-ready reporting or advanced AI-phishing protection?
Avoids vendors who charge extra for critical functionality.
Do you offer volume discounts or multi-year contracts?
Helps reduce the overall cost of the solution.
Compliance and security requirements
Depending on your industry, you may need to require proof of these certifications and standards.
HIPAA
Required if handling protected health information (phi). If applicable, request a Business Associate Agreement (BAA) and documentation of HIPAA compliance measures.
GDPR
Required if processing data of eu residents. If applicable, request information on data residency, data processing agreements, and GDPR compliance policies.
SOC 2 Type II
Required for demonstrating security and privacy controls. If applicable, request a copy of the latest SOC 2 Type II report.
PCI-DSS
Required if handling payment card information. If applicable, request a copy of their PCI-DSS Attestation of Compliance (AOC).
Evaluation criteria
Here is the suggested weighting for messaging security RFPs.
Threat Detection EffectivenessAccuracy in identifying and blocking various messaging threats (phishing, malware, BEC).
25%
Remediation CapabilitiesSpeed and efficiency of post-delivery remediation.
20%
Integration & CompatibilitySeamless integration with existing security infrastructure and collaboration platforms.
15%
Reporting & AnalyticsComprehensive reporting capabilities and actionable insights.
15%
Ease of Use & AdministrationUser-friendly interface and streamlined administration workflows.
