A request for quotation (RFQ) is the foundation of every competitive purchase. When an RFQ is vague, suppliers fill the gaps with their own assumptions — a different grade, a looser tolerance, a different delivery point — and the offers that come back cannot be compared. The lowest price often turns out to be for a different product.
A good RFQ removes that ambiguity. It tells every supplier exactly what is being bought, how much, where it must be delivered, and how the offer must be presented.
1. Define the product precisely
For industrial materials, the specification is the product. Include:
- Product form — sheet, plate, coil, bar, tube, profile, cathode or ingot.
- Grade and governing standard — for example EN 10025 S355J2 structural steel, EN 10088 1.4404 stainless, Cu-ETP copper, or 6063-T6 aluminium. Name the standard, not just the grade, because similar grade names can carry different requirements under different standards.
- Dimensions and tolerances — thickness, width, length, diameter and wall thickness, and the tolerance standard that applies.
- Surface condition, coating, finish or heat treatment.
- Packing — bundle weight, coil inner diameter, maximum coil weight, protection against moisture.
2. State quantity and schedule
Give the total quantity, any acceptable quantity tolerance (for example ±10% at seller's option), and whether delivery is a single shipment or a schedule of call-offs. Suppliers price a one-off spot shipment differently from a twelve-month programme.
3. Fix the delivery terms
Specify the delivery point and the Incoterms rule you want quoted — for example CIF Rotterdam or DAP to your warehouse — and the Incoterms edition (currently Incoterms 2020). If you want alternatives, ask for them explicitly, so that every supplier quotes the same options.
4. Ask for the right documents
Documentation is part of the product. State which certificates you need — for metals, typically a mill test certificate to EN 10204 type 3.1 — plus certificates of origin, packing lists and any third-party inspection. Certificates of origin matter because origin can determine duties and whether trade-defence measures apply.
5. Define how offers must be presented
Ask for a standard structure: unit price and currency, price basis (fixed, or reference price plus premium for copper and aluminium), Incoterm, lead time, payment terms, offer validity and any exceptions to your specification. Requiring suppliers to list deviations explicitly is one of the most effective ways to avoid surprises later.
6. Set a timetable and a single point of contact
Give a response deadline and one contact for questions. Share answers to clarification questions with all bidders so that everyone is quoting on the same information.
A short RFQ checklist
- Product form, grade and standard
- Dimensions, tolerances, finish and packing
- Quantity, tolerance and delivery schedule
- Incoterm, named place and edition
- Required certificates and inspection
- Quotation format, validity and deadline
Echo Core Ltd's quotation form is structured around the same principles. If you are unsure how to specify a requirement, describe the application and we will help you turn it into a specification before approaching suppliers.