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How to write an RFP for messaging security

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 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 Effectiveness Accuracy in identifying and blocking various messaging threats (phishing, malware, BEC).
25%
Remediation Capabilities Speed and efficiency of post-delivery remediation.
20%
Integration & Compatibility Seamless integration with existing security infrastructure and collaboration platforms.
15%
Reporting & Analytics Comprehensive reporting capabilities and actionable insights.
15%
Ease of Use & Administration User-friendly interface and streamlined administration workflows.
10%
Vendor Reputation & Stability Vendor's track record, financial stability, and customer support.
10%
Total Cost of Ownership Overall cost, including licensing, implementation, and ongoing maintenance.
5%

Some weights were adjusted based on your priorities.

  • Increase if the organization has a high volume of sensitive data.
  • Increase if the organization has a large number of employees.
  • Increase if the organization has a complex IT environment.
  • Increase if regulatory compliance is a major concern.

Red flags to watch

  • Reliance on MX record changes for cloud deployment

    This is a legacy approach that creates unnecessary operational risk for cloud-native organizations.

  • Focusing exclusively on click rates

    This is an obsolete metric. A high-quality vendor must focus on resilience and report rates.

  • Vague or complex pricing structures

    Vendors who can't provide clear pricing often have hidden costs or complex fee structures that inflate TCO.

  • Inability to demonstrate remediation workflow for internal phishing

    Raises concerns about their ability to handle compromised internal accounts effectively.

  • Lack of compliance certifications (SOC 2, HIPAA, GDPR)

    Suggests weak internal controls and potential risks related to data privacy and security.

Key metrics to request

Ask vendors to provide benchmarks from similar customers.

Mean Time To Detect (MTTD)

Indicates how quickly the system identifies threats.

Mean Time To Remediate (MTTR)

Shows how quickly the system neutralizes threats.

False Positive Rate

Measures the accuracy of threat detection and minimizes disruption to legitimate communications.

Phishing Report Rate

Indicates employee engagement and the effectiveness of security awareness training.

Reduction in dwell time for malicious mail

Measures how quickly the system prevents threats from lingering in inboxes.