Following up with suppliers on RFQs requires a structured cadence of professional reminders timed to the original deadline, with clear escalation steps if responses are not received. Effective follow-up balances persistence with professionalism — the goal is to secure a timely, complete quote without damaging the supplier relationship.
Why RFQ Follow-Up Matters
Suppliers receive RFQs from multiple buyers simultaneously. Without follow-up, your request can slip down a supplier's priority list, especially if the supplier is busy or the RFQ is complex. Studies consistently show that procurement teams that follow up systematically receive significantly more on-time quote responses than those that send an RFQ and wait passively.
Late or missing supplier responses delay the entire sourcing cycle. If a key supplier fails to quote, the buyer faces a difficult choice: extend the deadline (delaying the project), proceed without that supplier's bid (potentially missing the best price), or scramble to find an alternative at the last minute.
Best Practices for RFQ Follow-Up
- Confirm receipt immediately — Within 24 hours of sending the RFQ, confirm that the supplier received it and ask them to acknowledge participation. This simple step catches delivery failures early and sets the expectation that a response is required.
- Send a mid-cycle reminder — Halfway between the RFQ issue date and the submission deadline, send a reminder that includes the deadline, a brief restatement of the scope, and an invitation to ask clarifying questions. Suppliers who have questions but have not asked them often need this prompt.
- Follow up 1 to 2 days before the deadline — A brief message noting the approaching deadline gives suppliers a final nudge. Keep the tone helpful rather than demanding: "We want to make sure we include your quote in our evaluation."
- Contact non-respondents on the deadline — If a supplier has not responded by the deadline, reach out directly — by phone if possible — to determine whether they intend to submit. A phone call communicates urgency more effectively than another email.
- Use a consistent follow-up template — Standardized messages ensure that follow-ups are professional, include all necessary reference information (RFQ number, deadline, contact details), and can be sent quickly without drafting from scratch each time.
- Document every follow-up — Record each follow-up attempt, including the date, channel (email, phone), and supplier's response. This documentation is valuable if the supplier later claims they were not given adequate notice.
Timing and Tone
The right cadence depends on the RFQ timeline. For a 10-business-day RFQ window, a common cadence is: acknowledge receipt on day 1, mid-cycle reminder on day 5, deadline reminder on day 8, and direct contact on day 10 if no response. For shorter timelines, compress accordingly.
Tone matters. Follow-up messages should be professional and solution-oriented. Avoid language that sounds accusatory or impatient. Phrases like "We have not received your response" are neutral and factual. Phrases like "You are late" or "We are still waiting" create friction.
When to Escalate
If a supplier misses the deadline despite follow-up, escalate within the supplier's organization. Contact a sales manager or account director rather than continuing to email the same unresponsive contact. If the supplier remains unresponsive after escalation, document the situation and consider removing them from future bid lists for similar projects.
How Buyer24 Helps
Buyer24 automates RFQ follow-up by sending scheduled reminders to suppliers and notifying buyers when responses arrive or deadlines pass. The unified inbox tracks every follow-up and supplier reply in one place, so the team always knows which suppliers have responded and which need attention. See how it works
FAQ
How many times should I follow up before giving up?
Three to four touchpoints is standard: receipt confirmation, mid-cycle reminder, deadline reminder, and a post-deadline follow-up. If the supplier does not respond after four attempts, move forward with available quotes and note the non-response for future sourcing decisions.
Is it appropriate to call a supplier about an RFQ?
Yes. Phone calls are appropriate and often more effective than email, especially for the deadline reminder and post-deadline follow-up. A brief, professional call can resolve issues (such as the supplier needing more time or having missed the original email) that email exchanges cannot.
What if a supplier asks for more time?
If the request is reasonable and the project timeline allows it, grant a short extension (2 to 3 business days) and notify all participating suppliers of the new deadline to maintain fairness. If the timeline does not allow an extension, communicate this clearly and proceed with available responses.
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