RFQs That Convert: 7 Tips to Get Faster, Better Quotes From Vendors
Template download and insider advice.
RFQs That Convert: 7 Tips to Get Faster, Better Quotes From Vendors
Introduction — Why Smart RFQs Matter
A well‑crafted Request for Quotation (RFQ) does more than collect prices; it signals professionalism, filters out unqualified suppliers, and speeds time‑to‑market. Here’s how to write RFQs that vendors rush to answer.
1. Lead With a Clear Problem Statement
Open with one sentence that explains the pain point your part solves. Vendors skim dozens of RFQs a day; clarity grabs attention and frames the project’s value.
2. Specify Tolerances & Acceptable Substitutes
List critical tolerances in metric and imperial units, and note any acceptable material substitutions. Reducing back‑and‑forth questions can trim days off the quoting cycle.
3. Include a Usable Drawing Package
Attach 2‑D PDFs plus STEP files. Vendors need both for costing. Compress into one ZIP and name it “ProjectName_RFQ_DATE.zip” so nothing gets lost.
4. State Annual Usage & Release Schedule
Higher projected volume often yields tiered pricing. Add a realistic forecast and whether releases are blanket orders, kanban‑based, or ad hoc.
5. Define Inspection & Certification Needs Upfront
PPAP? RoHS? ISO 9001? Spell it out. Surprises discovered during contract review delay production and spark re‑quotes.
6. Offer a Structured Pricing Table
Ask suppliers to fill in unit price, tooling, shipping terms (Incoterms 2020), and lead time. Uniform formatting lets you rank quotes apples‑to‑apples.
7. Set a Firm Deadline—Then Follow Up Politely
“Quotes due by 17 May 2025 00:00 UTC.” Vendors park loose deadlines. Send a friendly reminder 72 hours before close to improve hit rate by 10‑15 %.
Final Takeaway
An RFQ that converts is essentially good UX for suppliers. The smoother the experience, the faster you hit “place order” with the right partner.
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