An RFQ, or Request for Quotation, is the controlled package a supplier uses to price your part, tooling, samples and repeat production. A complete package reduces assumptions and makes competing quotations easier to compare.
This buyer-focused checklist covers the files, commercial quantities, finish, inspection, packaging and release details to send. For an engineering review of holes, bends, datums and forming risk, use the separate DFM preflight guide.
Build one controlled package for comparable quotes
Incomplete RFQs force a supplier either to pause for clarification or to price assumptions. Send every bidder the same drawing revision, material, quantity and acceptance basis so scope differences remain visible instead of being hidden inside the final price.
Drawings and files
Geometry is the foundation of any quote. A 2D drawing communicates dimensions, tolerances and notes; a 3D model (STEP or IGS) removes ambiguity about form and helps tooling design.
If you only have a sample part or photos, send those too. Early-stage projects can start a feasibility discussion without final drawings, but final drawings are needed to confirm a firm price.
Material and thickness
Material grade and gauge drive formability, tooling, finishing and cost, so state them precisely, for example SUS304 at 1.0 mm or AL5052 at 1.5 mm. If you are unsure, describe the function, such as outdoor use or electrical conductivity, and ask for a recommendation.
Tolerances and critical dimensions
Call out the dimensions that are critical to fit or function, and let the rest use standard tolerances. Marking every dimension tight raises tooling precision, inspection and scrap without improving the part, while leaving critical features unmarked invites the wrong assumptions.
Surface finish
Finish affects corrosion resistance, appearance, conductivity and the production route. Specify the finish type and any color or standard, and mark areas that must stay uncoated, such as grounding pads or masked threads.
- Finish type, for example powder coating, zinc plating or anodizing.
- Color, gloss or applicable standard where it matters.
- Masked or no-coating zones marked on the drawing.
Quantity and schedule
Quantity changes the recommended process and the price tier. Give the realistic picture: prototype count, pilot run and expected annual volume. This tells the supplier whether to quote production tooling, prototype tooling or a fabrication start, and lets pricing reflect the volume.
Compare supplier quotes on the same scope
A low unit price is not directly comparable when one quote excludes tooling maintenance, finishing, first-article records or protective packaging. Ask suppliers to separate one-time and recurring costs and list any assumptions or exclusions.
Keep the quote revision linked to the drawing revision. If DFM changes are accepted, request an updated quote so purchasing and engineering approve the same released geometry.
- Separate tooling, samples, unit price, finish, inspection, packaging and freight.
- Record material, scrap, quantity and delivery assumptions behind each price tier.
- Clarify tool ownership, maintenance responsibility and expected program life.
- List deviations and supplier DFM proposals before purchase-order release.
Compliance, packaging and destination
Some requirements are easy to forget but expensive to add late. State them in the RFQ so the right material and documentation are planned from the start.
- Compliance such as RoHS or REACH, and any report or certificate needs.
- Packaging method, especially for finished or fragile surfaces.
- Destination country for logistics, labeling and lead-time planning.
Common RFQ mistakes to avoid
A few recurring mistakes slow quotes down more than anything else.
- Sending a low-resolution image instead of a dimensioned drawing.
- Leaving material or thickness as to be decided.
- Tolerancing everything tightly by default.
- Omitting quantity, which makes accurate pricing impossible.
- Mentioning compliance or packaging only after the quote arrives.
| RFQ item | What to include | Why it matters |
|---|---|---|
| Drawing revision | Released 2D PDF plus STEP/STP or IGS reference | Keeps every supplier on the same geometry |
| Material and thickness | Grade and gauge, e.g. SUS304 1.0 mm | Drives formability, tooling and cost |
| Tolerances | Only the dimensions that are critical | Controls inspection and scrap |
| Surface finish | Type, color and masked areas | Affects route, fixtures and lead time |
| Quantity and schedule | Prototype, pilot and annual volume | Determines tooling type and price tier |
| Samples and inspection | Sample count, first-article checks and approval owner | Defines production-release evidence |
| Compliance | RoHS, REACH or report needs | Confirms material sourcing and documents |
| Packaging and destination | Pack method and ship-to country | Affects protection, labeling and logistics |