A manufacturer can only quote what it understands. If your enquiry leaves the material, order quantity or quality requirements open to interpretation, the price you receive will reflect the supplier’s assumptions. Send that same enquiry to several factories and you may receive several prices for effectively different products.
A request for quotation, usually shortened to RFQ, gives manufacturers a shared basis for pricing your project. It explains what you want made, what the order includes and how you expect the supplier to present its offer. Done well, it helps you compare costs, spot misunderstandings and move towards an order with fewer surprises.
You do not need a complicated procurement document for every purchase. You do need enough detail for a supplier to understand the work and explain what it can commit to. This guide covers how to prepare that information, organise your RFQ and evaluate the replies, with an example you can adapt.
What is an RFQ for manufacturing?
An RFQ is a structured request asking a manufacturer to price a defined product or production job. It normally combines technical information with quantities, delivery requirements and commercial questions. The manufacturer responds with a quotation that states its price, scope, lead time and conditions.
The important word is “defined”. Asking how much it would cost to manufacture a kitchen accessory is an initial enquiry. Asking for a price to manufacture a particular accessory from an identified material, to a specified design, in stated batch quantities is much closer to an RFQ.
If you are still working out whether a supplier has the right capabilities, an information request or introductory conversation may be more useful. If you need a partner to propose the design and production approach, a request for proposal may fit better. An RFQ works best when you can describe a common scope that several manufacturers can price.
You can still request a quotation before every detail is final. Make the uncertainty visible and ask for a budget estimate or a separately priced development stage. An indicative price based on an unfinished design should not be treated as a confirmed production price.
Check that your project is ready to quote
Before preparing the document, ask whether a manufacturer could estimate its material use, production steps and inspection effort from the information you have. If the answer is no, more preparation will usually be more valuable than sending the enquiry to more suppliers.
A drawing may show the shape without explaining the material. A sample may show the appearance without establishing acceptable variation. A forecast may suggest promising volumes without saying how much you will actually order at once. Each gap can change the quotation.
You should also know whether the manufacturer is a reasonable fit for the project. Confirm its relevant processes, typical order sizes and ability to work with your stage of development. Our guide to what to ask a manufacturer before requesting a quote can help you handle those conversations before you prepare a full RFQ.
If you need the supplier to complete the design, separate that work from manufacturing. Ask what engineering deliverables you will receive, how they will be approved and when a production quotation can be confirmed. This makes it easier to understand what an early payment actually buys.
Describe the product and control your attachments
Start with a short project introduction. Explain what the product is, its intended use and whether you are requesting prototypes, a pilot batch or repeat production. Give the project a reference number and identify the person responsible for answering questions.
Then direct the manufacturer to the technical information. Depending on the product, this could include dimensioned drawings, CAD files, a bill of materials, a formulation, a textile specification, an approved reference sample or packaging artwork. Choose the files needed for your manufacturing process rather than sending every document associated with the project.
Name the material accurately enough for pricing. “Plastic”, “steel” or “premium fabric” may leave too much room for interpretation. Where a grade, composition, thickness or finish matters, specify it. Where you are open to alternatives, describe the performance the alternative must preserve and request a separate proposal.
Identify the features that matter most. A hole position that controls assembly, a sealing surface or a colour match may deserve more attention than an unseen edge. Clear priorities help the manufacturer assess feasibility without assuming that every feature needs the same level of control.
Give each attachment a filename and revision, and include an attachment register in the RFQ. State which document takes precedence if, for example, a drawing and a model disagree. Ask the supplier to flag conflicts before quoting. If you revise a file, issue a clearly identified replacement and confirm that the quotation will use the new revision.
Protect sensitive information before sharing it. For proprietary drawings, formulas or processes, consider an appropriate confidentiality agreement and controlled access to files. WIPO’s explanation of trade secrets describes the importance of reasonable measures to preserve secrecy. A confidentiality label alone should not be your entire approach to protecting valuable information.
State quantities, forecasts and order scenarios clearly
Quantity affects the price through more than material consumption. Setups, programming, purchasing minimums and production scheduling can make a small batch proportionally more expensive. Your RFQ should therefore distinguish the initial order from possible repeat business.
For example, you might ask for separate prices for batches of 250, 500 and 1,000 units. State whether these are alternative order sizes or separate scheduled deliveries. A manufacturer should not have to guess whether your request means one order of 1,000 units or four orders of 250.
If you include an annual forecast, explain its status. “Estimated annual demand of 5,000 units, subject to sales and not a purchase commitment” is clearer than simply writing “annual volume: 5,000”. Ask whether any offered price depends on a minimum annual purchase, a blanket order or a fixed release schedule.
For products with several sizes, colours or versions, specify the quantity of each variant. A combined total can hide separate setups or material minimums. You should also ask the supplier to state its minimum order quantity and any minimum order value that applies.
Keep samples separate from saleable production units. Explain how many samples you need, whether they must use the intended production process and whether their cost will be credited against a later order. A prototype made by a different method may be useful for checking a concept, but it may not establish what serial production will deliver.
Define quality, inspection and required documentation
“Good quality” does not give a manufacturer a practical acceptance standard. Your RFQ needs to explain how you will decide whether the delivered product meets the requirement.
Use the relevant drawings, performance requirements and agreed visual references to define acceptable results. Where appearance matters, describe the surfaces that will be inspected and the conditions for judging them. Where fit matters, identify the critical dimensions and any functional checks needed.
Ask the supplier to explain the inspection included in its price. This might involve first-piece checks, measurements during production, final inspection or testing of selected units. If you require a particular sampling plan, test method or inspection report, identify it rather than assuming it is part of the factory’s normal service.
For a new product, describe the approval point before full production. You may require samples and measurement results, then written approval before the manufacturer proceeds. Ask whether those samples will use production tooling and materials, and what happens if they fail the agreed requirements.
State which records must accompany the shipment, such as material certificates, batch identification or agreed test reports. Documentation takes time and can carry a cost, so it belongs in the quotation scope.
Requirements also depend on the product and intended market. The official Your Europe guide to identifying product requirements is a useful starting point for products entering the EU market. Translate applicable requirements into specific deliverables and responsibilities; a broad request for “EU compliance” leaves too much unresolved.
Separate tooling, development and recurring production costs
A low unit price can look attractive while leaving substantial costs elsewhere in the offer. Ask the manufacturer to distinguish recurring production charges from one-time costs such as moulds, dies, fixtures, programming and engineering work.
Tooling deserves its own explanation. Ask what the quoted amount covers, who will own the tool after payment and where it will be held. Clarify maintenance, expected service life, replacement costs and any conditions governing transfer to another supplier.
Paying a tooling charge should not be taken as proof that every ownership and access question has been settled. Request the proposed terms and resolve them in the purchasing agreement before committing funds.
If engineering changes are likely, ask how they will be priced. A change to a drawing may affect the tool, the production setup and the unit cost. It is useful to know when the manufacturer would pause work for approval rather than carrying out chargeable changes automatically.
Keep the baseline offer distinct from cost-saving suggestions. Invite the supplier to propose alternative materials, tolerances or production methods, but ask for those options separately. You can then compare the original requirement across suppliers before deciding whether a suggested change is worth adopting.
Make delivery, packaging and commercial terms comparable
Lead time only becomes useful when you know what starts the clock and what marks completion. “Six weeks” might mean six weeks after payment, after drawing approval or after raw material arrives. It might end when goods are ready for collection rather than when they reach your warehouse.
Ask for separate timings where relevant: tooling, sample preparation, approval, production and transport. Give a requested delivery date, identify whether it is essential or preferred, and ask the manufacturer to state its achievable schedule and dependencies.
Specify the delivery location and basis for pricing. For cross-border orders, an agreed Incoterms rule, named place and version can help clarify delivery responsibilities. The International Chamber of Commerce’s guidance on Incoterms rules explains their role in allocating tasks, costs and risks. Use the same appropriate basis across suppliers when comparing offers; these rules do not replace your product, payment or quality agreement.
Packaging should reflect how the goods will travel and be handled. State whether you need individual protection, retail packaging, particular carton quantities, palletisation or labels. Otherwise, one manufacturer may price bulk packing while another includes packaging ready for distribution.
Request the quotation currency, payment schedule and validity period. Ask the supplier to identify applicable taxes, transport charges and other exclusions, and explain any price adjustment mechanism. An offer subject to future material repricing needs different consideration from a price fixed for a stated period.
Tell manufacturers how to respond and manage questions
A useful RFQ tells the supplier what information you expect back. Request a unit price for each quantity, separate one-time charges, sample costs, lead times, payment terms, quotation validity and a clear statement of assumptions and exclusions.
Ask the manufacturer to confirm which document revisions it has priced. It should also identify any requirement it cannot meet and explain any proposed deviation. Silence should not be treated as confirmation that every sentence and attachment has been accepted.
A short response sheet can help when several suppliers are involved. Keep it focused on the information you actually need to compare. Allow manufacturers to attach their own quotation and technical notes, since important qualifications may not fit into your form.
Set a submission deadline and identify one contact for questions. Give suppliers enough time to review the files and, where necessary, obtain prices from material or subcontracting partners. For a complex project, ask them to confirm the response date rather than imposing an unrealistic deadline.
When a question reveals a gap in the specification, issue the clarification to every supplier quoting the same scope. Share the relevant technical answer without disclosing another manufacturer’s confidential methods or pricing. If the change materially affects the work, allow time for revised offers.
A manufacturer RFQ example you can adapt
The following example shows the structure of an RFQ for a custom sheet-metal enclosure. It assumes that a complete drawing and inspection specification already exist. The quantities are illustrative, and the bracketed details must be replaced before sending.
Subject: RFQ ENC-01 — custom sheet-metal enclosure — revision A
Hello [name],
We are requesting a quotation for a custom sheet-metal enclosure for use in our equipment assembly. Please price the baseline specification below and identify any assumptions, exclusions or requirements you cannot meet. Quote proposed alternatives separately.
Technical scope: Manufacture part ENC-01 to drawing ENC-01 revision A. Material grade, thickness, dimensions, tolerances and finish are defined in the drawing. Please flag any conflict between the drawing and the accompanying model before preparing your offer.
Attachments: ENC-01_Rev-A.pdf, ENC-01_Rev-A.step, Inspection-Requirements_Rev-A.pdf and Packaging-Requirements_Rev-A.pdf. The dimensioned PDF drawing governs dimensions and tolerances; the STEP model is provided to support manufacturing review.
Quantities: Quote separate unit prices for single batches of 250, 500 and 1,000 units. These are alternative order scenarios. Estimated annual demand is 3,000 units, subject to sales and not a purchase commitment. State your minimum order quantity and any volume commitment required for the quoted prices.
Samples and approval: Quote five pre-production samples separately. State whether they will use the intended production process, material and finish. Include the measurement report specified in the inspection attachment. Full production will require our written sample approval.
Quality and packaging: Confirm the inspection and documentation included against the attached requirements. Identify any additional charges. Package the parts to the attached packaging specification and state the proposed carton quantities.
Cost breakdown: Show unit prices, samples, tooling, fixtures, programming, engineering and other one-time charges separately. Explain ownership, storage, maintenance and transfer conditions for any paid tooling. Identify all exclusions.
Delivery: Quote on a DAP [full delivery address], Incoterms 2020 basis, with the transport charge shown separately. State sample lead time and production lead time, their starting conditions and estimated transit time. Our preferred arrival date is [date]; please confirm feasibility.
Commercial information: Quote in EUR, state the tax treatment, payment terms and quotation validity, and explain any conditions that could change the price. Confirm the legal entity issuing the offer and the intended manufacturing location.
Response: Please send your quotation by [date]. Confirm the attachment revisions used, identify subcontracted operations and list any deviations from the requested scope. Send technical questions to [contact name and email] by [date].
Thank you,
[name]
[company]
[contact details]
The delivery term in this example is illustrative, too. Choose one that fits the transaction and your logistics arrangements. For textiles, food, electronics or other products, replace the technical attachments and approval requirements with those appropriate to the product.
Compare the replies before choosing a manufacturer
When quotations arrive, first check whether they describe the same purchase. Look for matching quantities, document revisions, materials, inspection scope, packaging and delivery basis. Resolve omissions before ranking suppliers by price.
A short comparison table can reveal where the offers diverge. Record unit prices alongside one-time charges, sample costs, transport, payment terms and delivery dates. Mark unclear items as unresolved rather than entering zero or assuming they are included.
For example, at 500 units, an offer of EUR 8 per unit plus EUR 1,500 in setup charges totals EUR 5,500. An offer of EUR 10 per unit with setup included totals EUR 5,000. That comparison is only meaningful if both offers cover the same specification and other costs. At a different quantity, the result may change.
Pay attention to the manufacturer’s questions and qualifications. A supplier that identifies an impractical tolerance or a missing requirement may be demonstrating useful technical judgement. Ask for an explanation and revise the common scope where appropriate.
Request an updated written quotation after material clarifications. The purchasing documents should refer to the agreed specification, revisions, prices and terms. Keep the final offer and approval records together so production does not proceed against an earlier version.
A clear quotation is one part of supplier selection. Before placing the order, follow through on verifying the manufacturer, including its identity, relevant capability and ability to deliver the proposed work. A well-written RFQ helps you understand the offer; verification helps you assess the business behind it.
Frequently asked questions
What does RFQ stand for?
RFQ stands for request for quotation. In manufacturing, it is a structured request for a supplier to price a defined product or production job, including the relevant technical and commercial requirements.
What should a manufacturing RFQ include?
Include the product specification and document revisions, batch quantities, sample requirements, quality expectations, packaging, delivery basis and requested schedule. Ask for a cost breakdown, payment terms, quotation validity, assumptions and exclusions.
Can I send an RFQ without technical drawings?
Yes, if other information defines the product sufficiently. A standard catalogue item may need only a part number and quantity, while another product may be defined through a formulation, specification or approved sample. Custom parts often need drawings. If essential details are missing, request an estimate or development proposal and identify what remains unresolved.
How long should an RFQ be?
Long enough to define the purchase clearly. A simple repeat part may need a short email and controlled attachments. A complex assembly may need a larger specification package. Clear organisation and complete requirements matter more than page count.
Should I tell the manufacturer my target price?
You can share a target when it helps assess feasibility or explore cost-saving options. Explain the quantity and scope behind it. Continue to request a quotation against the defined requirement, with any changes needed to reach the target priced separately.
Should I request prices for several quantities?
Yes, when those quantities represent realistic purchasing options. State whether each quantity is a separate batch scenario, a scheduled release or an annual total. Do not imply a guaranteed volume that you cannot commit to.
Do I need an NDA before sending an RFQ?
That depends on the information you will disclose. Public specifications may not require the same precautions as proprietary designs or formulas. For sensitive information, consider a suitable confidentiality agreement and restrict disclosure to what the manufacturer needs.
What if manufacturers quote different materials or processes?
Separate those proposals from quotations against your baseline specification. Ask each supplier to explain how its alternative affects performance, appearance, testing, lead time and cost. Compare the baseline offers first, then assess alternatives on their own merits.
Does an RFQ commit me to placing an order?
A routine RFQ generally invites an offer, but its effect depends on the wording and circumstances. Avoid language implying acceptance or authorising work, and state when no order or paid work is being authorised. Review the quotation terms before accepting an offer or instructing the supplier to begin.
What should I do after selecting a quotation?
Resolve remaining assumptions, verify the manufacturer and confirm the final specification and commercial terms in your purchasing documents. Where required, complete sample approval before authorising full production.
