Sourcing · 6 min read · Updated June 2026
How to Write an RFQ That Gets You Accurate Quotes — Fast
The quality of a quotation is set by the quality of the request. Seven fields that cut quote turnaround from days to hours and prevent wrong-part deliveries — with examples of good and bad part numbers.
We process RFQs every day. The difference between a same-day quote and a week of clarification emails is almost always the request itself. Here is what makes the difference.
1. Lead with the exact part number
"Siemens PLC 1214C" has a dozen variants. "6ES7214-1AG40-0XB0" has exactly one. Copy the full manufacturer part number from the nameplate, the label or the old invoice — including suffixes, which encode voltage, output type, firmware generation and regional packaging. For configurable instruments, "Cerabar PMC71B" is a family; the full ordering code (PMC71B-xxxxxxxxx) or the specification — range, process connection, output, approvals — is the request.
| Weak | Strong |
|---|---|
| Siemens 7-inch HMI | 6AV2123-2GB03-0AX0 (KTP700 Basic PN) |
| ABB 5.5 kW drive | ACS580-01-12A6-4, 3-phase 400 V, IP21 |
| E+H pressure transmitter 10 bar | PMC51B, 0–10 bar gauge, G1/2, 316L, 4–20 mA HART, no Ex |
2. State quantity and required date separately
Quantity drives the price break; the required date drives the sourcing route — stock, factory order, or a search for remaining stock. Giving both lets us quote the realistic combinations instead of guessing.
3. Say whether alternatives are acceptable
If a drop-in equivalent or the manufacturer's successor part is acceptable, say so — it can cut cost and lead time substantially on discontinued lines. If your machine documentation or your customer requires the exact part, say that too; it saves everyone a round trip.
4. Include the commercial frame
- Delivery terms: Incoterm and destination (EXW Hai Phong, DAP your site, FOB for export).
- Required documentation: CoC, datasheets, test reports, country of origin, calibration certificates.
- Any traceability or inspection requirements from your quality system.
5. Attach the BOM as a file, not a photo
A spreadsheet with part number, description and quantity columns can be processed within the hour. A photo of a wrinkled printout cannot. For large BOMs, mark the critical-path lines so we prioritize what actually blocks your build.
6. One request, one channel
Send the complete package once, through one channel, to one contact. Fragmented requests across email, chat and phone create version confusion — and version confusion creates wrong deliveries.
7. Tell us the application
One line about the application — "replacement for failed unit on filler 3", "new panel, outdoor, 45 °C", "export machine to the USA" — lets an engineer catch a wrong variant before it is quoted. This is the single most valuable sentence in an RFQ.
Our RFQ form implements all of this: multi-line items, alternative acceptance, BOM upload, priority and Incoterm fields. A complete request normally gets a quoted response within one business day.
Need engineering help with this?
Our engineers apply this to real projects every week — selection, specification, commissioning. Send your question or a part number.
Quick answers
What if I only have a photo of the old part?
Send it. A clear photo of the nameplate or label usually contains the full ordering code; our engineers identify the part and its current successor. A photo of the device from a distance usually does not.