Request for Quotation (RFQ) Format and Sample
Request for quotation (RFQ) format with required fields, a filled RFQ sample, an email template and tips for comparing supplier quotes fairly and quickly.
A request for quotation (RFQ) is the buyer's side of a quote: a document you send to several suppliers asking each one to price the same, clearly defined list of goods or services by a set deadline. A good RFQ format makes every reply comparable line by line, so you can choose on price, delivery and terms rather than on whoever wrote the longest email. This page gives you the fields, a filled-in sample and a cover email you can adapt.
RFQ meaning and when to use one
An RFQ is used when you already know exactly what you need: the item, the specification and the quantity. Typical examples are stationery, IT hardware, uniforms, packaging, raw materials, a fixed set of cleaning services or a defined printing job. Because the requirement is fixed, the decision usually comes down to price, lead time and payment terms.
If you cannot define the solution yet, for example "we need a new booking system", a request for proposal (RFP) is a better fit, because suppliers need room to propose methods. A request for information (RFI) comes even earlier, when you are still learning what the market offers.
| Document | Use it when | Supplier sends back | Usually decided on |
|---|---|---|---|
| RFI | You are exploring options | Information, capabilities | Shortlist only |
| RFQ | The requirement is fully specified | A priced quotation | Price, delivery, terms |
| RFP | You need a solution designed | A proposal with method and price | Weighted quality and price |
The RFQ usually sits in the middle of a wider buying cycle: requisition, RFQ, comparison, purchase order, delivery and invoice. Our overview of the procurement process for small businesses shows where each step fits.
Required fields in a request for quotation format
Header
- Title: "Request for Quotation".
- RFQ number: a unique reference such as RFQ-2026-118 that suppliers must quote back.
- Issue date and closing date and time for responses, with time zone.
- Buyer details: organisation name, address, contact person, email and phone.
Requirement
- Item table: line number, description, specification or model, unit of measure and quantity.
- Acceptable alternatives: say whether "or equivalent" products may be offered.
- Delivery: address, required date, Incoterm for international supply and whether installation is needed.
Commercial terms
- Currency and whether prices should include or exclude tax.
- Payment terms you intend to offer, such as Net 30.
- Quote validity required, for example 60 days from the closing date.
- Warranty, after-sales support or certifications required.
Instructions
- How to respond: email address or portal, file format and what must be included.
- Evaluation criteria: for example lowest total price meeting specification, or price 70% and delivery 30%.
- Questions: a deadline for clarifications and a promise to share answers with all suppliers.
- Statement that the RFQ is not an order and that no contract exists until a purchase order is issued.
Request for quotation sample
Here is a filled RFQ sample for a small office fit-out. You can copy the structure into Word, Excel or a PDF.
| Request for Quotation | RFQ-2026-118 |
|---|---|
| Issued by | Harbour Design Studio, 22 Quay Street, Bristol. Contact: R. Malik, purchasing@example.com |
| Issue date | 12 November 2026 |
| Closing date | 24 November 2026, 17:00 GMT |
| Delivery | To the address above by 15 December 2026, ground floor, no lift required |
| Prices | In GBP, shown excluding VAT, delivery included |
| Payment terms | Net 30 from receipt of a correct invoice |
| Quote validity | At least 60 days from the closing date |
| Line | Description and specification | Unit | Qty | Unit price | Line total |
|---|---|---|---|---|---|
| 1 | Ergonomic office chair, adjustable lumbar and armrests, BS EN 1335 or equivalent | each | 18 | ||
| 2 | Desk, 1600 x 800 mm, white top, steel frame | each | 18 | ||
| 3 | Under-desk pedestal, 3 drawers, lockable | each | 18 | ||
| 4 | Assembly and removal of packaging | lot | 1 | ||
| Subtotal / VAT / Total | |||||
Leaving the price columns blank and asking suppliers to complete your table is the single best way to get comparable answers. Add a line at the bottom for the supplier to state lead time, warranty and quote validity.
RFQ email template
Subject: RFQ-2026-118: office furniture for Harbour Design Studio (closes 24 Nov)
Dear Sales Team,
Harbour Design Studio invites you to quote for the office furniture listed in the attached request for quotation RFQ-2026-118.
Please complete the price table, state your lead time and warranty, and return your quotation as a PDF to purchasing@example.com by 17:00 GMT on 24 November 2026. Questions should reach us by 19 November; we will share answers with all suppliers invited to quote.
This RFQ is not an order. We will issue a purchase order to the selected supplier.
Kind regards,
R. Malik, Office Manager
How to run an RFQ, step by step
- Write the specification. Be precise about size, model, standards and quantity. Vague specs produce quotes you cannot compare.
- Pick suppliers. Three is a common minimum for routine purchases. Check that each can actually deliver to your location and timeline.
- Send the same RFQ to everyone at the same time. Same documents, same deadline.
- Handle questions openly. If one supplier asks something that affects price, share the answer with all of them.
- Compare on total cost. Include delivery, installation, payment terms and warranty, not just unit price. A comparative statement of quotations lays this out side by side.
- Award with a purchase order. Issue a PO that references the RFQ number and the supplier's quote number. Our purchase order template shows the fields.
- Tell unsuccessful suppliers. A short thank-you keeps them willing to quote next time.
RFQs in government purchasing
Public bodies use RFQs heavily. In the US, the federal government uses Standard Form 18 to request quotations; the Federal Acquisition Regulation states that SF 18 is used to obtain price, cost, delivery and related information from suppliers. Under the simplified acquisition procedures in FAR Part 13, a supplier's quotation is not treated as an offer; the government's order is the offer, and a contract forms when the supplier accepts it. If you sell to federal agencies, you will also need an active registration; see our SAM.gov registration guide. Rules differ in other countries and in state and local purchasing, so always read the RFQ's own instructions. This is general information, not legal advice.
Comparing RFQ responses: a worked example
Suppose three suppliers reply to RFQ-2026-118. On unit prices alone, Supplier B looks cheapest. Once delivery, assembly and payment terms are added, the picture changes.
| Supplier A | Supplier B | Supplier C | |
|---|---|---|---|
| Chairs (18) | 18 x 185.00 = 3,330.00 | 18 x 162.00 = 2,916.00 | 18 x 179.00 = 3,222.00 |
| Desks (18) | 18 x 210.00 = 3,780.00 | 18 x 205.00 = 3,690.00 | 18 x 199.00 = 3,582.00 |
| Pedestals (18) | 18 x 95.00 = 1,710.00 | 18 x 88.00 = 1,584.00 | 18 x 92.00 = 1,656.00 |
| Assembly | Included | 900.00 | 350.00 |
| Delivery | Included | 250.00 | Included |
| Total (excl. VAT) | 8,820.00 | 9,340.00 | 8,810.00 |
| Lead time | 3 weeks | 2 weeks | 6 weeks |
| Payment terms | Net 30 | 50% upfront | Net 30 |
Supplier B is the most expensive once extras are included and wants half the money up front. Supplier C is 10.00 cheaper than A, but its six-week lead time misses the 15 December delivery date in the RFQ, so it does not meet the requirement. Supplier A wins: it meets the specification and the date at the lowest compliant total. Record this reasoning in a comparison sheet; auditors and managers care about why a supplier was chosen, not just who.
If you are the supplier answering an RFQ
- Quote the buyer's RFQ number on every page and in your email subject.
- Price every line in the buyer's table, even if you also attach your own quotation.
- State clearly any line you cannot supply or any alternative product you are offering.
- Give a validity period at least as long as the buyer asked for; our note on the quotation validity period explains how to word it.
- Submit before the deadline; late responses are often excluded without being read.
Our quotation format guide covers the supplier document in detail.
Common RFQ mistakes
- No quantity or unit. "Chairs" is not a requirement; "18 each" is.
- Mixing tax-inclusive and tax-exclusive prices. State which you want.
- Unequal information. Telling one supplier more than the others undermines a fair comparison.
- Comparing unit prices only. Delivery charges, minimum order quantities and payment terms can reverse the ranking.
- No closing time. A date alone invites arguments about whether a 23:58 submission counts.
Suppliers replying to your RFQ can build their quotation in our free invoice generator: set the title to Quotation, enter the buyer's RFQ number as the reference, list each line and download a PDF. No account or sign-up is needed.
Frequently asked questions
What is a request for quotation?
A request for quotation (RFQ) is a document a buyer sends to suppliers asking for prices on clearly specified goods or services. It lists items, quantities, specifications, delivery requirements and the deadline for responses. Suppliers reply with quotations, and the buyer compares them on price and terms before issuing a purchase order to the chosen supplier. RFQs work best when the requirement is well defined.
What is the difference between an RFQ and an RFP?
An RFQ asks for prices on something already specified, such as 200 office chairs of a stated model, so price and delivery usually decide the award. A request for proposal (RFP) describes a problem or outcome and invites suppliers to propose how they would deliver it, so method, experience and quality are scored alongside price. Use an RFQ when you know exactly what you want.
Is a quotation in response to an RFQ legally binding?
It depends on the jurisdiction and the wording. In US federal simplified acquisitions, a quotation is not treated as an offer; the government's order is the offer, which the supplier accepts. In many private transactions, a quotation with a fixed price and validity period can be treated as an offer that the buyer accepts. Check local law and state clearly in your RFQ how acceptance works.
How many suppliers should receive an RFQ?
Three is a common minimum for routine purchases because it gives a meaningful price comparison without too much admin. Many organisations set thresholds in their purchasing policy, such as one quote under a small amount and three written quotes above it. For specialised items you may only find two capable suppliers; record why so the decision can be audited later.
What should be included in an RFQ?
Include the buyer's details, an RFQ reference number, issue date and response deadline, a clear item list with specifications, quantities and units, delivery address and date, required payment terms, the quote validity you need, evaluation criteria, how to submit and a contact person for questions. Asking suppliers to price in a set table makes comparison much easier.
How long should suppliers have to respond to an RFQ?
For simple, off-the-shelf items, five to ten working days is usual. Allow longer for custom, imported or technical items where suppliers need to check stock or get prices from manufacturers. Set a specific date and time, publish answers to supplier questions to all bidders and avoid extending the deadline for one supplier only, which is unfair to the others.
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Guides on invoicing, cash flow and small-business finance from Invoice Creator, operated by Next Software Development Company. Content is reviewed for accuracy against the fields our own invoice generator produces.
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