A strong Request for Quotation template can save your business hours of repetitive work.
Instead of rewriting the same email, searching for missing details, or correcting unclear requests, your team can use one consistent structure every time it asks suppliers for pricing.
A well-designed RFQ template also helps vendors respond faster and more accurately.
When suppliers receive clear product descriptions, quantities, deadlines, delivery requirements, and pricing instructions, they are less likely to ask unnecessary questions or submit incomplete quotes.
This guide explains how to create a professional RFQ template for products, services, and vendor sourcing. You will also find free RFQ email templates that you can copy, customize, and send.
What Is an RFQ Template?
An RFQ template is a reusable document or email format that businesses use to request prices, delivery details, payment terms, and other commercial information from suppliers.
It gives every vendor the same instructions and requirements.
This makes supplier quotations easier to compare because each business responds to the same request.
A standard RFQ template can include:
- Buyer and supplier information
- RFQ reference number
- Product or service descriptions
- Required quantities
- Technical specifications
- Delivery location
- Requested delivery date
- Pricing instructions
- Payment terms
- Quote submission deadline
- Required attachments
- Contact information
The template should be detailed enough to prevent confusion but simple enough for suppliers to review quickly.
Why Small Businesses Need a Standard RFQ Template
Many small businesses manage procurement through Gmail, Outlook, spreadsheets, and PDF documents.
An employee may write a new RFQ email every time the company needs products or services.
This creates several problems.
Important information may be forgotten. Different employees may use different formats. Suppliers may receive unclear instructions, and quotations may become difficult to compare.
A standard template creates a more reliable process.
It reduces repetitive work
Employees do not need to write every request from scratch.
They can reuse the same structure and replace only the customer, product, quantity, date, and project information.
It improves supplier responses
Clear RFQs help suppliers understand exactly what they need to quote.
This reduces follow-up questions and speeds up the response.
It makes quotations easier to compare
When every vendor receives the same requirements, you can compare:
- Unit price
- Total price
- Delivery time
- Payment terms
- Warranty
- Shipping charges
- Product availability
- Quote validity
Without a consistent RFQ, suppliers may send offers based on different assumptions.
It reduces purchasing errors
A structured template reminds employees to include important details such as quantities, specifications, deadlines, and delivery addresses.
This reduces the chance of ordering the wrong product or accepting an inaccurate quotation.
It creates a professional impression
A clear and organized RFQ shows suppliers that your business has a serious purchasing process.
Professional requests are more likely to receive timely and complete responses.
What Makes an RFQ Template Successful?
A winning RFQ template does more than ask, “How much does this cost?”
It gives suppliers everything they need to prepare a useful commercial offer.
The best RFQ templates are:
- Clear
- Specific
- Complete
- Easy to scan
- Consistent
- Deadline-driven
- Simple to respond to
The supplier should not need to search through several emails to understand the request.
Essential Elements of a Professional RFQ Template
1. A Clear RFQ Subject Line
The email subject should immediately explain what the message contains.
Avoid vague subjects such as:
- Price needed
- Quote request
- Urgent
- Product inquiry
Use a subject like:
RFQ #2048: Request for Pricing for Industrial Fasteners
Or:
Request for Quotation: 500 Custom Packaging Boxes
A clear subject helps suppliers prioritize the request and find it later.
2. A Unique RFQ Number
Assign a reference number to every request.
For example:
- RFQ-2026-0015
- RFQ-WH-2048
- RFQ-MKT-105
Use the same number in the:
- Email subject
- RFQ document
- File names
- Internal records
- Vendor responses
- Final purchase order
A unique reference prevents confusion when several quotations are active at the same time.
3. Buyer Information
Include the name and contact details of the company requesting the quote.
Add:
- Company name
- Contact person
- Email address
- Phone number
- Billing address
- Delivery address
- Website, when relevant
Suppliers should know who is making the request and where the order may need to be delivered.
4. Supplier Information
Leave a section for the supplier to complete.
This may include:
- Supplier name
- Sales representative
- Phone number
- Business address
- Tax or registration number
- Quotation reference
This information helps your team identify and compare responses.
5. Product or Service Description
Describe each requested product or service clearly.
Do not use descriptions such as:
- Standard model
- Regular size
- Good quality
- Same as before
These descriptions can mean different things to different suppliers.
Include details such as:
- Product name
- SKU or part number
- Brand
- Model
- Size
- Material
- Color
- Technical specification
- Required certification
- Scope of work
- Expected outcome
The more specific the request, the more accurate the quotation.
6. Required Quantity
List the exact quantity for every item.
When the final quantity is uncertain, request pricing for several quantity levels.
For example:
- 100 units
- 500 units
- 1,000 units
This helps your business understand volume discounts and make a better purchasing decision.
7. Unit of Measurement
Always identify the unit.
Examples include:
- Each
- Box
- Carton
- Kilogram
- Meter
- Hour
- Day
- Project
- Monthly service
Without a clear unit, a supplier may quote per item while another quotes per package.
8. Pricing Fields
Tell suppliers exactly how pricing should be presented.
Ask for:
- Unit price
- Total price
- Currency
- Discount
- Tax
- Shipping cost
- Installation cost
- Setup fees
- Recurring charges
- Additional expenses
This prevents vendors from hiding major costs outside the main price.
9. Delivery Requirements
Include complete delivery information.
Specify:
- Delivery address
- Required delivery date
- Acceptable delivery window
- Shipping method
- Incoterms, when applicable
- Partial delivery rules
- Packaging requirements
- Urgency level
The cheapest supplier may not be the best option if they cannot meet your deadline.
10. Payment Terms
Ask vendors to state their payment requirements.
Common payment terms include:
- Payment in advance
- Net 15
- Net 30
- Net 60
- Deposit plus final payment
- Milestone payments
- Cash on delivery
- Letter of credit
Payment terms can significantly affect cash flow and the real value of an offer.
11. Quote Validity
Prices can change due to material costs, currency movements, shipping rates, or product availability.
Ask the supplier to state how long the quotation remains valid.
Examples include:
- 15 days
- 30 days
- 60 days
- Until a specific date
A validity period helps your team avoid approving an expired price.
12. Warranty and Support
When relevant, request information about:
- Product warranty
- Replacement policy
- Maintenance
- Technical support
- Service-level agreements
- Spare parts
- Returns
- Training
The lowest price may not provide the best long-term value.
13. Submission Deadline
Every RFQ should have a clear deadline.
Write the exact date and time, including the time zone when vendors are in different locations.
For example:
Please submit your quotation by July 30, 2026, at 5:00 PM Eastern Time.
Avoid phrases such as “as soon as possible.”
A clear deadline creates urgency and makes your process easier to manage.
14. Submission Instructions
Tell suppliers exactly how to respond.
Include:
- Email address
- Required file format
- Email subject
- Documents to attach
- Pricing format
- Contact person for questions
For example:
Please reply to this email with your quotation attached as a PDF. Use “Quotation for RFQ-2026-015” as the subject line.
15. Evaluation Criteria
You do not need to reveal your complete selection process, but it can help to mention the main factors.
For example:
- Price
- Delivery time
- Product quality
- Warranty
- Supplier experience
- Payment terms
- Availability
- Technical compliance
This helps suppliers submit more relevant offers.
How to Structure an RFQ Product Table
A structured table makes the request easier to review.
Use columns such as:
| Item | Product Description | Part Number | Quantity | Unit | Required Delivery | Unit Price | Total Price |
|---|---|---|---|---|---|---|---|
| 1 | Stainless steel bolts, M10 × 50 mm | SB-M10-50 | 500 | Each | August 15, 2026 | Supplier completes | Supplier completes |
| 2 | Stainless steel nuts, M10 | SN-M10 | 500 | Each | August 15, 2026 | Supplier completes | Supplier completes |
Add a separate notes column when specifications vary by item.
For service RFQs, you can use:
| Service | Scope | Estimated Hours | Required Completion | Rate | Total |
|---|---|---|---|---|---|
| Website maintenance | Monthly updates, backups, and monitoring | 10 hours | Monthly | Supplier completes | Supplier completes |
How to Write an RFQ Email
A good RFQ email should be short.
The detailed requirements can appear in the email body, an attached document, or a spreadsheet.
The email should:
- Introduce the request.
- Mention the RFQ reference.
- Summarize the required products or services.
- State the deadline.
- Explain how to submit the quotation.
- Invite relevant questions.
Do not include a long company history or unnecessary marketing language.
The supplier needs to understand the request quickly.
Free RFQ Email Template for Products
Subject: RFQ #[RFQ Number]: Request for Quotation for [Product Name]
Hello [Supplier Name],
We are requesting a quotation for the products listed below for [Company Name].
RFQ reference: [RFQ Number] Required delivery date: [Date] Delivery location: [Address] Quotation deadline: [Date and time]
Please include the following in your quotation:
- Unit price and total price
- Currency
- Product availability
- Estimated delivery time
- Shipping charges
- Taxes
- Payment terms
- Quote validity
- Warranty information
- Any minimum order requirements
The requested items and specifications are included below or in the attached document.
Please reply to this email with your quotation attached as a PDF by the stated deadline.
Contact me if you need any clarification before submitting your quote.
Thank you,
[Your Name] [Job Title] [Company Name] [Phone Number] [Email Address]
Free RFQ Email Template for Services
Subject: Request for Quotation: [Service or Project Name]
Hello [Supplier or Service Provider Name],
[Company Name] is requesting a quotation for [brief description of the service].
The required scope includes:
- [Requirement 1]
- [Requirement 2]
- [Requirement 3]
- [Expected deliverable]
- [Required completion date]
Please include the following information in your proposal:
- Service fees
- Estimated timeline
- Included deliverables
- Additional charges
- Payment terms
- Relevant experience
- Warranty or support
- Quote validity
- Assumptions or exclusions
Please submit your quotation by [date and time].
You may reply directly to this email and attach your quotation as a PDF.
Please contact me if you need more information to prepare an accurate quote.
Best regards,
[Your Name] [Job Title] [Company Name] [Contact Information]
Free Short RFQ Email Template
Subject: RFQ: [Product or Service] Needed by [Date]
Hello [Name],
Please provide a quotation for the attached product or service requirements.
Kindly include:
- Unit and total pricing
- Availability
- Delivery time
- Shipping and taxes
- Payment terms
- Quote validity
Please send your quotation by [deadline].
The RFQ reference is [RFQ number].
Thank you,
[Your Name] [Company Name]
Free Urgent RFQ Email Template
Subject: Urgent RFQ #[Reference]: Quote Required by [Deadline]
Hello [Supplier Name],
We need an urgent quotation for the attached requirements.
RFQ reference: [Reference Number] Required quantity: [Quantity] Delivery location: [Address] Required delivery date: [Date] Quotation deadline: [Exact date and time]
Please confirm current availability and provide:
- Unit price
- Total price
- Delivery timeline
- Expedited shipping cost
- Payment terms
- Quote validity
Please let us know immediately if you cannot meet the requested delivery date.
Thank you for your prompt response.
Best regards,
[Your Name] [Company Name] [Contact Information]
Free RFQ Follow-Up Email Template
Subject: Follow-Up: RFQ #[Reference Number]
Hello [Supplier Name],
I am following up regarding RFQ #[Reference Number], which was sent on [date].
The quotation deadline is [deadline]. Please confirm whether you plan to submit a quote.
Let me know if you need clarification about the specifications, quantities, delivery requirements, or submission process.
Thank you,
[Your Name] [Company Name]
Free RFQ Clarification Email Template
Subject: Clarification Required for RFQ #[Reference Number]
Hello [Name],
Thank you for your response regarding RFQ #[Reference Number].
Before we can complete our review, please clarify the following:
- [Question 1]
- [Question 2]
- [Question 3]
Please also confirm:
- Final delivery time
- Shipping charges
- Payment terms
- Quote validity
We would appreciate your response by [date].
Best regards,
[Your Name] [Company Name]
Free RFQ Award Email Template
Subject: RFQ #[Reference Number]: Supplier Selection
Hello [Supplier Name],
Thank you for submitting your quotation for RFQ #[Reference Number].
We are pleased to inform you that your quotation has been selected, subject to final confirmation and the issuance of our purchase order or agreement.
Please confirm:
- Current product or service availability
- Final delivery schedule
- Payment terms
- Contact person for order processing
Our team will send the next steps shortly.
Thank you,
[Your Name] [Company Name]
Free RFQ Rejection Email Template
Subject: RFQ #[Reference Number]: Quotation Update
Hello [Supplier Name],
Thank you for submitting your quotation for RFQ #[Reference Number].
After reviewing the received offers, we have decided to proceed with another supplier for this requirement.
We appreciate the time your team invested in preparing the quotation and hope to consider your company for future opportunities.
Best regards,
[Your Name] [Company Name]
Common RFQ Template Mistakes
Even a professional-looking RFQ can fail if important information is missing.
Using unclear product descriptions
A supplier should not need to guess which product, model, size, or quality level you need.
Add part numbers, specifications, drawings, or reference images when possible.
Leaving quantities open
Suppliers cannot provide accurate pricing without quantities.
When quantities are not final, ask for several pricing levels.
Forgetting the deadline
Without a submission deadline, quotations may arrive too late for your decision.
Ignoring shipping costs
A low product price can become expensive after freight, handling, customs, and packaging charges are added.
Ask suppliers to separate these costs.
Requesting price only
Price is important, but so are delivery time, warranty, availability, payment terms, and quality.
Sending too many attachments without explanation
Clearly name every attachment and explain what it contains.
For example:
- Attachment 1: Product list
- Attachment 2: Technical specifications
- Attachment 3: Delivery requirements
Using outdated templates
Review your RFQ template regularly.
Update contact details, addresses, terms, branding, and submission instructions.
How to Compare Vendor Quotations
Once responses arrive, create a structured comparison.
Compare each supplier based on:
- Unit price
- Total landed cost
- Shipping
- Taxes
- Delivery time
- Payment terms
- Quote validity
- Product compliance
- Warranty
- Supplier experience
- Customer support
- Risk
Do not automatically choose the lowest price.
A slightly more expensive supplier may provide better delivery, stronger warranty protection, or more reliable quality.
How Suppliers Can Create Better RFQ Responses
The same principles apply when your company receives an RFQ.
Your response should be complete, accurate, and easy for the buyer to compare.
Before replying, confirm:
- Every requested line item is included
- Quantities are correct
- The latest attachments were reviewed
- Prices and totals are accurate
- Delivery information is clear
- Payment terms are included
- Quote validity is stated
- Your PDF is professionally branded
- The correct file is attached
A strong RFQ template helps buyers request information.
A strong quotation workflow helps suppliers respond and win the deal.
How RFQ Automation Saves Time
Templates improve consistency, but employees may still spend hours manually transferring information between email, spreadsheets, quotation documents, and PDFs.
RFQ automation can reduce this repetitive work.
A practical RFQ automation tool can help teams:
- Organize RFQ email details
- Structure customer information
- Create quotation line items
- Reuse company details
- Apply branded templates
- Calculate totals
- Generate professional PDF quotations
- Preview response emails
- Prepare replies faster
Employees should still confirm pricing, availability, specifications, and terms before sending.
Automation removes repetitive administration without removing human control.
Create Professional Quotes Inside Gmail and Outlook
Many small and medium-sized businesses receive quotation requests directly through email.
The RFQ may contain important details in the message body, while product lists, drawings, and specifications appear in several attachments.
Employees then copy everything into spreadsheets and quotation templates manually.
This slows down responses and creates data entry burnout.
RFQ AutoPilot is a lightweight Chrome extension that helps SMBs streamline the RFQ-to-quote process inside Gmail and Outlook.
It helps suppliers, distributors, wholesalers, manufacturers, and B2B teams organize RFQ details, create line items, apply company branding, generate professional PDF quotes, preview emails, and prepare customer responses.
Instead of moving repeatedly between email, spreadsheets, document templates, and PDF tools, your team can manage more of the quotation process through one connected workflow.
Helpful RFQ and Procurement Resources
Frequently Asked Questions
What should an RFQ template include?
An RFQ template should include buyer details, an RFQ number, product or service descriptions, quantities, specifications, pricing fields, delivery requirements, payment terms, quote validity, and a submission deadline.
What is the purpose of an RFQ template?
An RFQ template standardizes how a business requests pricing from suppliers. It helps vendors provide complete quotations and makes received offers easier to compare.
Can I send an RFQ by email?
Yes. Many small businesses send RFQs through Gmail or Outlook. The requirements can appear in the email body or in attached PDF and spreadsheet files.
How long should suppliers have to respond to an RFQ?
The deadline depends on the complexity of the request. Simple RFQs may allow several business days, while complex technical requests may require one or more weeks.
Should an RFQ include a budget?
It is optional. Including a budget can help suppliers recommend suitable options, but some buyers prefer not to reveal it during the initial pricing stage.
What is the difference between an RFQ and a quote?
An RFQ is the buyer’s request for pricing. A quote is the supplier’s response containing prices, terms, delivery details, and validity.
Should shipping and taxes be included in an RFQ response?
Yes. Suppliers should clearly identify shipping, taxes, duties, handling fees, and any other costs so the buyer can calculate the total purchase cost.
How should RFQ files be named?
Use the company name, RFQ reference, document type, and date. For example: CompanyName-RFQ-2048-Product-List-2026-07-20.xlsx.
Can an RFQ template be used for services?
Yes. A service RFQ should include the scope, deliverables, schedule, estimated workload, pricing format, support requirements, and completion deadline.
How does RFQ AutoPilot help with RFQ responses?
RFQ AutoPilot helps businesses organize email-based RFQ information, build quote line items, generate branded PDF quotations, and prepare professional replies inside Gmail and Outlook.
Build a Better RFQ Process
A winning RFQ template makes purchasing easier for both buyers and suppliers.
It gives vendors clear requirements, creates consistent responses, and helps your business compare pricing without searching through confusing emails and incomplete documents.
The best templates are specific, structured, and easy to respond to.
Once your company begins receiving RFQs, the next challenge is turning those requests into accurate quotations without hours of manual data entry.
Walid Hasan
Founder of RFQ AutoPilot and Inoviqa, focused on practical B2B workflow automation and conversion-driven software.