Request for quotation template

Request for quotation template: items and quantities without prices, the date and place you need them and how suppliers should reply. Word, Excel or PDF.

Free generators

  • Item A: specification and quantity
  • Item B: specification and quantity
  • Delivery to our address

Preparation guide

A request for quotation (RFQ) asks suppliers to quote for the items you describe. It fixes the items, the quantities, the date and place you need them and how to answer, so the quotes can be compared; it is not an order and promises nothing to any supplier.

Deliverables and line items
Item A: specification and quantity, Item B: specification and quantity, Delivery to our address: describe each item you want quoted, with its specification and quantity and no price.
Specification and quantity
Give each item its specification, model or standard and the quantity you need, and leave the price at 0 for the supplier to quote.
Needed by and how to answer
Give the date and address you need the goods at, the date by which quotes are due and how to send them.
Scope to agree
Give each item its specification and quantity and leave the price at 0, then state the date and place you need it and when and how to reply. The printed title can be changed in the editor.
  • Describe each item precisely enough that every supplier quotes the same thing.
  • Check the title that prints at the top: you can change it in the editor.
  • Send the same request to each supplier, and keep the quotes you get so you can compare them.

  1. Describe what you need

    Example: write "Item A: specification and quantity" with its specification and quantity, and the standards or drawings it must meet.

  2. Set the date and the way to answer

    Give the needed-by date and address for every line, down to "Delivery to our address", and the date and way suppliers should reply.

  3. Compare the quotes and order

    Compare the quotes you receive, then send a purchase order to the one you accept, quoting that supplier's quotation number.

What the document must show

These details make a purchase order easier to approve and to file.

  • Your company name and address as the buyer
  • The supplier's name and address
  • Order number and date
  • Each item with quantity, unit price and amount
  • Delivery date, delivery address and shipping method
  • Payment terms and the total, with tax shown separately
  • Who authorized the order

The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.

Official rate reference: US government: state and local taxes

Frequently asked questions

Request for quotation template: what should it include?
Start with the line items this template already carries — Item A: specification and quantity, Item B: specification and quantity, Delivery to our address — and replace them with the items you want quoted, each with its specification and quantity and no price. Then check the required details above, especially the delivery date and address.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
Is a purchase order the same as an invoice?
No. The buyer sends a purchase order to ask for goods or services at agreed prices; the supplier sends an invoice to ask for payment. Quote the order number on the invoice so the two can be matched.
Is this template free?
Yes. Editing and PDF export are free with an account; there is no payment step and no watermark on the document.
Can I download it as Excel, Word or PDF?
Yes. The spreadsheet and the Word file download straight from this page, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total. For PDF, open the template and use Print / PDF.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.