A complete RFQ template should include company information, item descriptions with specifications, quantities, delivery requirements, commercial terms, a response deadline, and clear instructions for how suppliers should format and submit their quotes. A well-designed template ensures consistency across all RFQs and makes supplier responses easier to compare.
Why Templates Matter
Without a standardized template, each buyer on a procurement team creates RFQs differently. One buyer might include detailed specs but forget payment terms. Another might specify delivery dates but omit packaging requirements. This inconsistency creates gaps that suppliers either guess at or ask about, slowing the process.
Templates also reduce preparation time. Instead of writing each RFQ from scratch, buyers fill in a proven structure, ensuring nothing is missed.
Essential Sections of an RFQ Template
Header Information
- Company name and contact details
- RFQ reference number (for tracking)
- Issue date and response deadline
- Contact person for supplier questions
Scope and Background
A brief description of the project or purchase context. This helps suppliers understand how their quote fits into a larger picture and may influence their pricing or proposed approach.
Line Items and Specifications
This is the core of the RFQ. Each item should include:
- Item description or part number
- Detailed specifications (material, dimensions, tolerances, standards)
- Required quantity (and whether the quantity is firm or estimated)
- Unit of measure
Present line items in a table format so suppliers can respond item by item.
Delivery Requirements
- Delivery address (or multiple addresses if applicable)
- Required delivery date or lead time
- Shipping method preferences or Incoterms
- Packaging requirements
- Partial shipment policy (accepted or not)
Commercial Terms
- Preferred payment terms (e.g., Net 30, Net 60)
- Currency for pricing
- Warranty requirements
- Insurance or liability terms
- Any required certifications or compliance standards
Evaluation Criteria
State how supplier responses will be evaluated. Even a brief statement such as "Quotes will be evaluated on price (60%), lead time (25%), and quality certifications (15%)" gives suppliers clarity on what matters most.
Submission Instructions
- Format for the response (use your template, free-form, or a portal)
- Where to send the response (email address, platform link)
- Deadline with date, time, and time zone
- Rules for late submissions
How Buyer24 Helps
Buyer24 provides built-in RFQ templates with all essential fields pre-configured. Buyers customize the template for each request, and the platform automatically tracks responses against the original requirements. AI extraction pulls data from supplier quotes regardless of format, mapping responses back to each line item for instant comparison. Try it free →
FAQ
Should I attach technical drawings to the RFQ template?
Yes, whenever applicable. Attach drawings, CAD files, or reference documents as supplements to the line items. Reference each attachment by name in the specifications section so suppliers know which drawing corresponds to which item.
How often should I update my RFQ template?
Review your template at least once a year or after any significant process change. Incorporate lessons learned from recent RFQ cycles — if suppliers consistently ask about a missing field, add it to the template.
Can I use the same template for goods and services?
A base template can be shared, but services RFQs typically need additional sections for scope of work, deliverables, milestones, and performance metrics. Maintain separate variants for goods and services rather than using a one-size-fits-all document.
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