How to write an RFQ that suppliers can quote accurately
Most businesses have experienced the frustration of sending out a request for quotes and receiving responses that are impossible to compare. One supplier quotes on a premium product, another on a budget alternative. One includes delivery, another does not. One quotes per unit, another per carton. The problem is rarely the suppliers — it is usually the brief. A well-structured RFQ gives suppliers everything they need to respond accurately, and gives you a consistent basis for comparison.
What is an RFQ and when should you use one?
A Request for Quotation (RFQ) is a structured document that invites suppliers to provide pricing and terms for a specific product or service. It is most useful when you have a clear, defined requirement — you know what you need, roughly how much of it, and when you need it. If your requirement is less defined, a Request for Information (RFI) or a scoping conversation may be a better starting point. RFQs work well for repeat purchases, category reviews, and situations where you want to test the market against your current supplier.
The core elements of a useful RFQ
A supplier needs to understand your requirement clearly enough to price it accurately. That means your RFQ should include: a clear product or service description with relevant specifications; the quantity required, including whether this is a one-off purchase or an ongoing requirement; your delivery location and any specific delivery requirements; your required delivery date or lead time expectation; any relevant quality, certification or compliance requirements; your preferred pricing format (per unit, per carton, per pallet); and the deadline for responses. The more specific you are, the more comparable the responses will be.
Common mistakes that produce unusable quotes
Vague product descriptions are the most common problem. 'Office chairs' tells a supplier almost nothing — seat height range, weight rating, armrest configuration, fabric type and quantity all affect the price significantly. Similarly, omitting quantity makes it impossible for a supplier to offer volume pricing. Leaving out the delivery location means freight costs are either excluded or estimated. And failing to specify a response deadline often means responses trickle in over weeks, making comparison difficult. Each of these gaps creates an opportunity for suppliers to make different assumptions — and different assumptions produce incomparable quotes.
What to leave out of an RFQ
An RFQ is not the place to negotiate. Avoid including your current pricing or budget — this anchors supplier responses and removes the benefit of competitive tension. Do not include internal commentary about your current supplier relationship. Keep the document focused on the requirement, not the context. If you have specific commercial terms you require (payment terms, warranty expectations, return policy), include them as stated requirements rather than as negotiating positions.
How to distribute your RFQ effectively
Sending an RFQ to a single supplier is a price check, not a competitive process. To get meaningful market data, you need responses from at least two or three suppliers who are genuinely capable of fulfilling the requirement. This means identifying suppliers in advance, confirming they supply the relevant category and service your location, and giving them enough time to respond properly. A reasonable response window for most operational procurement RFQs is five to ten business days. Shorter than that and you risk incomplete or rushed responses.
RFQ writing checklist
Frequently asked questions
Need help structuring your next RFQ?
The Global Pool Consulting manages the RFQ process end-to-end — from structuring your requirements brief through to coordinating supplier responses and presenting comparable options.