How to write an RFQ
suppliers can price quickly

Why a clear RFQ gets better quotes

Suppliers price what they can see. A gap in your request usually leads to one of three things: a question back to you, a guess, or a higher price to cover the risk. A clear request for quote (RFQ) lets suppliers reply sooner, and makes their quotes easier to compare.

Not sure whether you need an RFQ, an RFP or an RFI? Start with What is an RFQ?

What to include

What you need

• A plain description of the item or service.
• The specification: size, material, grade, finish, standards and part numbers.
• Drawings attached as files, with the key facts written in the text as well.
• The quantity and the unit: pieces, metres, kilograms, boxes of a set size.
• For repeat orders, the volume you expect over a year, so suppliers can offer price breaks.
• Whether alternatives or equivalent products are acceptable.

Where and when

• The delivery address, or at least the town and country.
• The date you need it by, and whether that date is fixed.
• Anything that affects delivery: opening hours, a loading bay, whether you have a forklift.
• Whether you want one delivery or several.

Commercial terms

• The currency you want prices in.
• Whether prices should include or exclude VAT.
• The payment terms you expect.
• For international orders, the Incoterm you want, such as DAP or EXW, and the place.
• Your terms of purchase, if you use them. Send them with the RFQ, not after the quote.
• How long you need the quote to stay valid, for example while you get approval.

How to reply

• The deadline for quotes, with a date and a time.
• Who to send the quote to.
• How you want prices laid out, for example line by line.
• A contact for questions, and a deadline for them.
• What matters most to you: price, lead time, quality, or a mix. A hint helps suppliers put their best offer forward.

An RFQ template you can copy

Replace everything in square brackets. Delete any line that does not apply.

Subject: Request for quote: [what you need], reply by [date]

Hello,

We would like a quote for the items below. Please reply by [date and time] to [name and email].

About us
[Company name], [town, country]. [One line on what you do, if useful.]

What we need
1. [Item description], [specification: size, material, grade, finish]. Part number: [if any]. Quantity: [number and unit].
2. [Item description], [specification]. Quantity: [number and unit].
Drawings or specifications attached: [file names, or "none"].
Alternatives: [acceptable / not acceptable / please ask first].
Expected yearly volume: [if this is a repeat order].

Delivery
Address: [delivery address, or town and country]
Needed by: [date]. This date is [fixed / flexible].
Site notes: [opening hours, loading bay, forklift on site or not].

Terms
Currency: [currency]
Prices: [including / excluding] VAT
Payment terms: [for example, 30 days from invoice]
Delivery terms: [Incoterm and place, if international]
Our terms of purchase: [attached / none]
Quote to stay valid for at least: [number] days

Please include in your quote
- Unit price and total for each line
- Delivery cost
- Lead time, and when it starts
- Minimum order quantity and any price breaks
- Anything not included

Questions to [name, email, phone] by [date].

Thank you,
[Your name]
[Job title]
[Company name]

Common gaps that slow quotes down

• Vague quantities. "About 500" or "a few pallets" forces a guess. Give a number, or a range with the most likely figure.
• No date. Without one, a supplier cannot tell whether their lead time works for you.
• Specifications only in an image or a scanned PDF. Put the key facts in the text of the email too.
• Hidden must-haves. If you need certificates, special packaging or a delivery slot, say so now, not after the quote.
• Different details to different suppliers. Send everyone the same request, or the quotes will not compare. Send each supplier their own copy, or use Bcc, so they do not see each other's addresses.
• Terms sent late. If your terms change the price, the supplier needs them before they quote.

If you use AI to write or send RFQs

AI tools can help you draft a clear request. A few rules keep it fair to you and to your suppliers.

• Check every quantity, size and date before it goes out. A tool can misread your notes.
• Name a person suppliers can contact, and say who approves the order.
• Do not ask for terms you would not put in front of a supplier yourself.
• Check your company's rules before you put drawings, prices or customer details into an AI tool.

When the quotes arrive

Compare like with like. Look at delivery, minimum order, lead time, validity, payment terms and what is excluded, not only the unit price. If a quote leaves something out, ask that supplier to fill the gap before you decide.

If you are a supplier, see How to reply to a request for quote.