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15 September 2026·5 min read

How to write an RFQ that gets you good quotes (with a template)

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A request for quotation (RFQ) is simply how a buyer asks suppliers to price a specific requirement. Get it right and you get fast, comparable quotes and fewer back-and-forth calls. Get it wrong — or skip it — and you get a mix of guesses you cannot line up against each other.

What a strong RFQ includes

  • The item, named clearly. Exactly what you need, and the category. "SS-304 industrial storage rack," not "some racks."
  • Quantity and unit. The number and the unit (pieces, kg, metres), plus your expected order pattern if it repeats.
  • Specifications. Every spec that matters: dimensions, grade, standard, tolerance, finish, load rating. Precise specs let a supplier price accurately the first time.
  • Delivery and timeline. Where it ships and when you need it. This alone filters out suppliers who cannot meet your window.
  • Budget, if you have one. Optional, but a target range helps serious suppliers self-select.
  • What you want back. Ask for unit price and total, GST, lead time, MOQ, and payment terms — so quotes come back comparable.

A template you can copy

Requirement: [item and category] Quantity: [number + unit] Specifications: [dimensions / grade / standard / tolerance / finish] Delivery to: [city / pincode] Needed by: [date or window] Please quote: unit price and total, GST, lead time, MOQ, and payment terms. Contact: [name, phone / email]

If you would rather not format it by hand, the free RFQ generator builds a clean one as you type and lets you copy or download it.

Mistakes that slow suppliers down

  • Being vague on specs. "Good quality steel" means a phone call, not a quote.
  • Hiding the quantity. Suppliers price differently at 50 units and 5,000; make them quote the right one.
  • Not asking for GST and terms. Leave them out and every quote comes back in a different shape.
  • Blasting it to fifty suppliers. You will drown in calls and still have to vet everyone. Send a tight RFQ to a vetted shortlist instead — see how to source suppliers in India.

After the RFQ

A good RFQ makes the next step easy: comparing quotes like-for-like. Write the requirement once, send it to a vetted few, and choose on real cost and terms.

Prefer to skip straight to comparable quotes? Post your requirement and we turn it into a clean RFQ, source vetted suppliers, and send you the comparison.