What is an RFQ?
RFQ, RFP and RFI in plain English
Three ways buyers ask suppliers for information or prices. What each one means, when buyers use it, and how to reply.
The short version
- RFI, request for information. The buyer is still learning. They want to know who can help and how. They do not expect a firm price.
- RFQ, request for quote (or quotation). The buyer knows what they want. They want a price, a lead time and terms.
- RFP, request for proposal. The buyer knows the problem but not the answer. They want you to propose a solution and price it.
Buyers often use them in that order: an RFI to find suppliers, then an RFQ or an RFP to choose one. Many smaller purchases skip straight to an RFQ, often as a short email.
RFQ: request for quote
An RFQ asks for a price for something clearly defined. It might be a set length of cable, a run of printed boxes or machined parts made to a drawing. The buyer has already decided what they need. Now they want to know what it will cost from you, and when you can deliver it.
Because the item is defined, buyers can compare quotes point by point. They usually look at the price, delivery, lead time, minimum order quantity and payment terms.
What an RFQ usually includes
- What is needed: a description, specification, part numbers or drawings.
- How many, and in what unit.
- Where it should be delivered, and by when.
- How and when to reply.
- Sometimes, the buyer's own terms of purchase. Read them before you price.
What the buyer wants back
A clear quote that answers every point. The price per unit and in total, whether VAT is included, delivery, lead time, a validity date and payment terms. Our guide How to reply to a request for quote has a checklist and three templates you can copy.
RFP: request for proposal
An RFP is used when the buyer needs a solution, not just a product. For example, a new packaging design, a maintenance service or a software system. The buyer describes the problem, their goals and their limits, and asks each supplier how they would solve it.
Replies to an RFP are harder to compare than quotes. Buyers usually score them on several things, such as approach, experience, timeline, risk and price.
How to reply to an RFP
Follow the buyer's structure and answer every question in order. Say clearly what you propose, what it costs, what it includes and what it does not. If you offer options, price each one separately so the buyer can compare them.
RFI: request for information
An RFI is research. The buyer wants to know what is possible and who could do it. It may ask about your products, capacity, certifications, locations and usual lead times.
How to reply to an RFI
Keep it short and factual. Answer the questions asked, attach specification sheets and say what you would need to give a firm price later. Do not commit to prices or dates that nobody has asked you to quote.
Side by side
| RFI | RFQ | RFP | |
|---|---|---|---|
| The buyer knows | What they need help with | Exactly what they want | The problem, not the answer |
| They ask for | Information about you | A price and terms | A proposed solution and its price |
| Replies are compared on | Fit and capability | Price, lead time and terms | Approach, experience and price |
| Usual next step | A shortlist, then an RFQ or RFP | An order | Talks, then a contract |
Other terms you may see
- RFT or ITT (request for tender, invitation to tender). A formal request, common in the public sector, with fixed rules on how and when to reply.
- Quote and estimate. In everyday use, an estimate is a rough guide and a quote is a firm price for a defined job. Make it clear which one you are giving.
- PO (purchase order). The buyer's document that places the order. Many suppliers treat a quote as accepted only when a PO arrives.
- MOQ (minimum order quantity). The smallest order a supplier will accept.
- Lead time. How long it takes from the order (or payment, or approved drawings) until delivery.
RFQs and AI agents
Some buyers now use AI tools to draft RFQs and send them to several suppliers at once. The request may look very structured, or come through your website's quote form. Treat it like any other RFQ. Answer each point clearly, check anything that looks odd with the buyer, and keep a person approving every price and commitment. There is more in our guide When a buyer's AI agent asks you for a quote.