What Is a Request for Quotation? How to Write a Professional RFQ

A request for quotation, usually shortened to RFQ, is a document a buyer sends to one or more suppliers to request pricing for defined products or services. Its purpose is to give every supplier the same specification, quantity, delivery requirement, and commercial questions so their responses can be compared on a consistent basis.

Direct answer: A professional RFQ should include an RFQ number, buyer and contact details, item or service specifications, quantities and units, delivery requirements, currency, tax and freight instructions, payment terms, required documents, a response deadline, and a quotation-validity requirement. Send the same version to every supplier, check compliance first, and only then compare total cost and delivery terms.

What Is the Difference Between an RFQ and a Supplier Quote?

The documents belong to the same procurement conversation, but they are issued by different parties:

An RFQ works best when the requirement can be described precisely and the buyer mainly needs to compare price and commercial terms. If the buyer knows the problem but expects suppliers to propose different methods, teams, or solutions, a request for proposal (RFP) may be more appropriate.

What Should an RFQ Template Include?

1. RFQ Identification and Buyer Details

Include the RFQ number, issue date, response deadline, buyer name, company, phone number, and email address. Use version numbers for updated specifications or attachments so suppliers do not price an outdated request.

2. Products, Services, Specifications, and Quantities

List each item or service separately. Depending on the purchase, include item name, SKU or model, materials, dimensions, finish, service scope, quantity, and unit of measure. A vague line such as “office supplies” or “design services” will produce responses that are difficult to compare.

3. Delivery or Service Requirements

State the requested delivery date, location, split-delivery needs, installation, service dates, or project milestones. If freight, packaging, site access, or setup affects the total price, include it in the RFQ rather than asking after quotes arrive.

4. Pricing and Payment Questions

Ask suppliers to state currency, unit price, subtotal, tax, freight, discounts, minimum order quantity, deposit requirements, payment terms, and quote validity. Compare the complete delivered cost rather than choosing from unit price alone.

5. Attachments and Required Documents

Attach drawings, photographs, specifications, sample references, or service requirements where needed. State which documents suppliers must return, such as product sheets, test records, warranty information, or company details. Every invited supplier should receive the same files and versions.

Simple RFQ Example

Add fields for drawings, materials, compliance documents, installation, service hours, warranties, or staged delivery when they affect the purchase.

A Practical RFQ Process

1. Confirm the requirement. Ask the requesting team to approve the specification, quantity, timing, and evaluation criteria.
2. Create one controlled RFQ. Use one item table, attachment set, and version number.
3. Invite suitable suppliers. Give each supplier the same deadline and channel for questions.
4. Share material clarifications. If an answer changes how suppliers may price the work, provide the same clarification to all participants.
5. Check compliance. Identify missing fields, exclusions, alternatives, and specification differences before comparing price.
6. Compare complete terms. Review total cost, delivery, payment, warranty, risk, and supplier capability.
7. Record the decision. Keep the RFQ, attachments, responses, clarification, approval, and final purchase order connected.

How Should You Compare Supplier Quotations?

A supplier-comparison table should cover at least:

• specification compliance;
• quantity and unit consistency;
• unit price, discount, freight, tax, and other charges;
• delivery date and split-delivery arrangements;
• payment terms and deposit requirements;
• warranty, returns, and after-sales support;
• quotation validity;
• exclusions, alternatives, and unanswered questions.

Do not rank an incomplete response as cheapest merely because the supplier left freight, tax, or required work unspecified. Normalize the assumptions first or request clarification before making a decision.

How Can a Supplier Respond to an RFQ Faster?

For a seller, an RFQ usually comes with a fixed response deadline. InstantFlow helps a team turn the request into a reviewable quotation using saved customer, item, price, and stock information. A user can tell the AI business agent Genie which customer and items are involved; when the required information is available, Genie can prepare a quote draft in about 60 seconds.

The team can then verify the specification, quantity, lead time, and terms before sending the quote by email or sharing it from a mobile device through its usual communication channel. If the customer accepts, the quote can become an invoice in one click while retaining the confirmed customer, line items, quantities, and prices. Timed email follow-ups help the business keep track of RFQ responses that would otherwise go quiet. See the AI quote and invoice generator for the connected workflow, or quote-to-cash for the broader process from quote to payment.

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Frequently Asked Questions

Is an RFQ issued by the buyer or the seller?

An RFQ is normally issued by the buyer to invite suppliers to quote against defined requirements. The seller responds with a quotation. Both documents should reference the same RFQ number, specifications, and attachment versions.

Must a business always obtain three quotations?

Not necessarily. The number of quotations should follow the organisation's procurement policy, purchase value, risk, and supplier market. Regardless of the number invited, suppliers should receive the same requirements and deadline so responses can be compared fairly.

What is the difference between an RFQ and an RFP?

Use an RFQ when specifications are relatively clear and the buyer mainly wants to compare price, lead time, and commercial terms. Use an RFP when the desired outcome is known but suppliers need to propose different solutions, methods, teams, or implementation plans.

Can you compare a supplier quote that does not follow the RFQ?

Do not compare its total directly without checking the gaps. Identify differences in specification, quantity, freight, tax, delivery, or terms, then request clarification. A fair price comparison requires a consistent basis.

Conclusion: A Good RFQ Produces Comparable Answers

A professional request for quotation gives suppliers enough detail to price the same requirement. Control the specification, quantities, attachments, response deadline, and clarification process before comparing total cost and delivery terms.

For suppliers that regularly receive RFQs, InstantFlow connects saved customer, item, and pricing data to quote preparation. Genie helps create a draft quickly, the team reviews it, and an accepted quote moves to invoicing and payment follow-up without rebuilding the document. Related reading: AI quote generator.