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Free Request for Quotation Templates

Download RFQ templates for free and learn how to write a request for quotation with example in a step-by-step guide

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Request for Quotation Template

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This RFQ template can be used by procurement officers and purchasing managers to structure their request for quotation and ensure that they provide all of the necessary details to suppliers and vendors. Use the request for quotation template to do the following:

  1. Provide a short background to introduce the company and why it needs the product/service
  2. Record pre-qualification requirements so that only qualified suppliers and vendors proceed with the RFQ
  3. Request a quote for a product, service, or a combination of products and services
  4. Ask suppliers and vendors to submit a price breakdown of itemized costs
  5. Include answers to frequently asked questions before sending out the RFQ
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Request for Quotation Template
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Published 20 Feb 2024
Article bySafetyCulture Content Team
|4 min read

What is a Request for Quotation (RFQ)?

A Request for Quotation (RFQ) is a document prepared by a buyer, such as a procurement officer, to get price quotes for a specific product or service from suppliers or vendors. It usually contains the requirements set by the buyer, the product quantity or length of service (e.g., number of hours), and any additional information that could help the supplier or vendor in submitting a detailed and accurate quote.

What to Include

A request for quotation should include the following:

  • Product or service details
  • Quantity and unit price (for products)
  • Number of hours and cost of labor (for services)
  • Required delivery date of product/service
  • Quote submission deadline
  • Evaluation process and criteria
  • Payment terms and other information
  • Contract terms and conditions

What is a Request for Quotation Template?

A request for quotation template (or RFQ template) is a tool used by procurement officers to send the same RFQ to multiple suppliers and vendors. A RFQ template standardizes the information received by the procurement officer by asking each supplier or vendor the same set of questions. This helps in comparing price quotes and selecting the best supplier or vendor for the product or service.

How to Write RFQ with Example

Write a request for quotation by following these 10 steps:

  1. Specify the product or service you’re requesting the quote for
    how to write RFQ sample step 1
  2. State the product quantity or length of service needed
    how to write RFQ sample step 2
  3. Determine the pricing method (e.g., unit price or hourly rate)
    how to write RFQ sample step 3
  4. Request a product or service price breakdown
    how to write RFQ sample step 4
  5. Note when you need the product or service delivered
    how to write RFQ sample step 5
  6. Describe the evaluation method/criteria and process
    how to write RFQ sample step 6
  7. Include payment terms and contract terms and conditions
    how to write RFQ sample step 7
  8. Create a section for Frequently Asked Questions (FAQ)
    how to write RFQ sample step 8
  9. Provide instructions on how to complete the RFQ
    how to write RFQ sample step 9
  10. Highlight the due date for submitting price quotations
    how to write RFQ sample step 10

For more guidance on how to write RFQ, preview the request for quotation sample PDF report or test out other RFQ templates, such as the ones below:

Request for Quote Template

Price Quote Template

Start Supplier Relationships Right with SafetyCulture (formerly iAuditor)

SafetyCulture is a digital operations platform that aims to help both experienced and beginner procurement officers and purchasing managers. It has the following free resources:

Aside from the resources listed above, SafetyCulture also provides editable request for quotation templates that you can download and use for free. With the basic format embedded in each RFQ template, you won’t have to worry about missing out on any of the essential elements. Remember, providing the right information to suppliers and vendors is vital to maintaining a good relationship with them. Get started with SafetyCulture for free.

Free RFQ Templates

Inspection template
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Request for Quote Template

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This RFQ template is ideal for project-based quotations. Procurement officers and purchasing managers can do the following with the request for quote template:

  1. Record the details of the requesting company, including name, address, phone, email, and name of contact person
  2. Provide more information on the project, such as who the project lead is, their contact details, project objectives, goals, and background
  3. Require the vendor to submit their best price for the product or service
Inspection template
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Price Quote Template

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Procurement officers and purchasing managers can use this RFQ template to request quotes for bulk orders of products. Vendors can also use the price quote template to do the following:

  1. Note the requesting company’s customer ID (if applicable)
  2. Specify a quote validity date for limited-time offers and/or bids
  3. Add the item/product code (if applicable), the minimum or maximum quantity for the unit price, and the extended price for each item
SafetyCulture Content Team
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SafetyCulture Content Team
The SafetyCulture content team is dedicated to providing high-quality, easy-to-understand information to help readers understand complex topics and improve workplace safety and quality. Our team of writers have extensive experience at producing articles for different fields such as safety, quality, health, and compliance.

Explore more templates

Request for Quote Template
This RFQ template is ideal for project-based quotations. Procurement officers and purchasing managers can do the following with the request for quote template: Record the details of the requesting company, including name, address, phone, email, and name of contact person Provide more information on the project, such as who the project lead is, their contact details, project objectives, goals, and background Require the vendor to submit their best price for the product or service
Price Quote Template
Procurement officers and purchasing managers can use this RFQ template to request quotes for bulk orders of products. Vendors can also use the price quote template to do the following: Note the requesting company’s customer ID (if applicable) Specify a quote validity date for limited-time offers and/or bids Add the item/product code (if applicable), the minimum or maximum quantity for the unit price, and the extended price for each item

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