Request for Quotation (RFQ)

Ask a supplier to quote for a list of items. Quantity, unit, specification and the date needed go in; the columns for price and delivery are left blank for the supplier, and the amounts are worked out when they are filled in.

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Request for Quotation (RFQ): infographic with a sketch of the document, when to use it, common mistakes and the country versions.
1 table, 1 signature, 2 checklists.

Country versions

  • International
  • Korea
  • Japan
  • Germany *

* check with local advice

A template, not advice.

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What it is

A request for quotation (RFQ) is the short question "what would you charge for this, and when could you deliver?" put in writing and sent to one or more suppliers. It is for purchases where the item is already defined, such as a part, a piece of equipment or a quantity of material, so that the answers differ only in price, delivery and terms and can be compared line by line. If you are asking suppliers how they would solve a problem rather than to price a defined list, you want a request for proposal instead.

This template lists the items with quantity, unit, specification and the date each is needed, and leaves three columns for the supplier: the unit price, the delivery the supplier can offer and an amount that works itself out from quantity and price. Above the table are the parties, the reply date, how long the quotation must stay valid (the end date is worked out), the delivery address and, for goods that cross a border, the Incoterms rule. Below it come the payment terms, whether prices include tax, what the quotation must state, how quotations will be compared, and the statement that a request is not an order.

When to use it
  • You know exactly what you want to buy and need prices and lead times from one or several suppliers.
  • You want quotations that can be compared line by line, on the same basis.
  • You need a written request on file before you place an order.
  • You are buying across a border and need to state the delivery terms.
How to fill it in
  1. Enter the supplier you are asking; your own company and contact come from your saved details.
  2. Set the reply date and how long the quotation must stay valid, then add the delivery address and the date you need the goods.
  3. List each item with a clear specification, the quantity and unit, and the date it is needed. Attach drawings if the specification is complex.
  4. Choose the payment terms, whether prices include tax, and what the supplier must state in the quotation.
  5. Tick how you will compare quotations, then print, save as PDF or send the Word file, in which the supplier fills in the last three columns.
Common mistakes
  • A vague specification ("good quality stainless steel"), which brings you quotes for different things.
  • Not saying whether prices include tax, shipping and installation, so that the lowest price is not really the lowest.
  • Leaving out the quantity or the unit (a box, a pair, a metre), which can change the price tenfold.
  • Asking for a reply "as soon as possible" instead of by a date.
  • Treating the request as an order and starting work before a purchase order is issued.
Steps at a glance
  1. Fill in
  2. Check the preview
  3. Save as PDF, Word or Excel
Country versions

Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.

  • International (XX): Written in English, Korean, Japanese, German
  • Korea (KR): Written in Korean, English
  • Japan (JP): Written in Japanese, English
  • Germany (DE): Written in German, English – check with local advice

Designs

The same form in several designs. The fields and the wording stay the same; only the look changes.

  • Boxed form
  • Ledger
  • Compact
  • Banner
  • Warm
  • Plain (black and white)
  • Modern
  • Formal
  • Side band
  • Classic
  • Minimal
  • Executive

Your details fill it in

Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.

Questions

How do an RFQ, an RFP and a quotation differ?
An RFQ asks for a price for a defined list. An RFP asks suppliers to propose how they would solve a problem. A quotation is the supplier's answer to an RFQ.
Does an RFQ commit me to buy?
No. The statement says it is not an order and that you may choose any supplier. Your purchase order is what starts the purchase. This is a general template, not legal advice.
How is the amount column worked out?
When the supplier fills in the unit price and there is a quantity, the amount is quantity times price, and the total appears below the table. Empty rows stay empty.
Do I need Incoterms?
Only when goods cross a border. They say who pays for transport and insurance and where the risk passes. Leave the field empty for a domestic purchase.
Can I send the same request to several suppliers?
Yes. Change the supplier and send each one a copy. Quotations are easiest to compare when every supplier gets exactly the same list.
Is this form legal, tax or accounting advice?
No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
Which countries and designs does it come in?
It comes in 4 country versions: International, Korea, Japan, and Germany. 12 designs.

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A form is a template, not legal, tax or accounting advice. Rules differ by country and case.