Writing a request for quotation: what it must fix so the quotes come back comparable
Three roof-insulation suppliers are quoting a cross-dock building. One prices one delivery, another assumes two and the third omits freight. The coordinator needs to resolve the request's basis before comparing their prices.
Write the RFQ so every supplier can identify the same requested product, quantity, delivery arrangement and response basis. Ask suppliers to state exclusions and departures explicitly, then give relevant clarifications to the same invited group. A useful RFQ reduces ambiguity; it does not guarantee identical responses, approved substitutions or an order ready to issue without further review.
Define what suppliers are pricing
- Identify the product requirement. Reference the current specification, approved product information and relevant drawing or schedule. State what has been approved and what remains subject to review. Ask suppliers to identify the exact proposed product and any departure. A quotation for a different product is not a completed substitution approval.
- State quantities and releases. Give the quantity with its unit, packaging assumptions and phase breakdown. Identify which figures are checked order quantities and which are provisional enquiry quantities. Explain proposed staged releases so a supplier does not price one full shipment while you expect several smaller loads.
- Describe the delivery and commercial basis. Give requested dates, destination and known receiving constraints, with responsibilities to be confirmed. Ask for freight, relevant taxes or duties, lead-time basis, validity, payment terms, minimum orders and charges for changed releases. Do not promise site lifting arrangements that the superintendent has not reviewed.
- Specify the response and clarification process. Give the due point, named contact and requested quote fields. Ask for explicit included, excluded and pending items. Track questions and issue dated common clarifications before comparing replies. Preserve the original request and revisions so the supplier's answer can be matched to the correct basis.
Keep the form short enough to use, with referenced attachments for technical detail. Include a clear place for the supplier's own assumptions and conditions instead of forcing apparent compliance through a tick box. After responses arrive, list outstanding questions and assign their review. The RFQ is the start of purchasing; the actual order still needs the company's authorized technical and commercial process.
Common mistakes
- Requesting a product name without its current approval basis.
- Mixing provisional enquiry quantities with checked order quantities.
- Changing the request for one supplier without preserving a common comparison basis.
Checklist
Review the RFQ before issue
- Current product and requirement references.
- Quantities, units and proposed releases.
- Reviewed destination and receiving information.
- Requested commercial fields and exclusions.
- Dated response and clarification process.
Check your understanding
A supplier offers a cheaper alternative product. Is its quote directly comparable?
