How to Write an Effective RFQ for Industrial Components
The specification details that help suppliers quote accurately and avoid delays.
A clear request for quotation gets you accurate prices faster. A vague one leads to questions, wrong quotes and delays. Here is what to put in every RFQ.
1. Identify the item exactly
Give the full part number, with all prefixes and suffixes, and the brand if it matters. For a bearing, that means the complete designation, for example 6205-2RS C3, not just 6205. If you do not have a part number, give the dimensions, material and a photo of the old part and its markings.
2. State quantity and delivery
Give the quantity, whether it is a one-off or a repeat order, the delivery location and the date you need it by. Say if partial shipments are acceptable.
3. Describe the application
A line on the machine, speed, load, temperature or media lets the supplier spot a mismatch before you order. This is especially useful for seals, belts and bearings.
4. Give the quality requirements
State whether you need a particular brand, original packing, test certificates, material certificates or other documents. Specify standards such as ISO or IS where they apply.
5. Commercial terms
Include your GST details, billing and shipping addresses, payment terms and the date the quote must be returned by.
6. Ask for what you want to compare
Request the unit price, the delivery time, validity of the quote and any minimum order quantity in a form that makes quotes easy to compare.
Key Takeaways
- Complete part numbers and quantities come first.
- Mention the application and any documents you need.
- Ask for price, delivery time and validity in the quote.
This article is general guidance. For a recommendation for your own application, contact our engineering team. Send us your RFQ →