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

procurement officer using RFQ template or request for quotation template

Published 11 Feb 2022

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.

This article will discuss the following:

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 iAuditor

iAuditor by 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, iAuditor 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 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 iAuditor for free.

SafetyCulture Content Specialist

Zarina Gonzalez

Zarina is a content writer and researcher for SafetyCulture. She enjoys discovering new ways for businesses to improve their safety, quality, and operations. She is working towards helping companies become more efficient and better equipped to thrive through change.

Zarina is a content writer and researcher for SafetyCulture. She enjoys discovering new ways for businesses to improve their safety, quality, and operations. She is working towards helping companies become more efficient and better equipped to thrive through change.