This downloadable RFQ form helps several candidate suppliers quote against one version of the same requirement. This page explains how to fill in and collect the form; the separate RFQ writing guide covers the broader sourcing method. Copy the blank template and create a distinct file for each product or revision so different specifications are not compared in one price column.
Before filling: assign a traceable version
Put a project ID, contact, response deadline, file version and revision date in the header. Label the versions of images, drawings and samples separately. When material, quantity or packaging changes, issue a new version and ask every candidate to confirm the same revision. Do not overwrite conditions inside an earlier quote.
Fields the buyer should complete first
Describe intended use, dimensions and tolerances, material, function, color or finish, quantity tiers, sample needs, packing, destination market, delivery point and target timing. Mark each field as required, open to an alternative or not yet decided. In a hypothetical storage-box RFQ, if material is fixed but wall thickness is open, request a proposed thickness and its effect on cost, weight and timing instead of entering an untested number.
Fields the supplier must return
Ask for the actual offered specification and every deviation. Require a unit price for each quantity tier, currency, MOQ, sample charge, tooling or setup charge, packing charge, lead time, payment milestones and quote validity. Mark freight, taxes or testing documents “excluded” or “pending quote” when absent; a blank cell must not become zero in the comparison. Record the quoting and contracting companies and named contact.
How to organize returned offers
Keep each original supplier reply. Build a separate comparison sheet, first flagging changes in specification or packing, then comparing unit and one-time charges. Send open questions back to the relevant supplier rather than filling gaps by assumption. A lower price tied to thinner material or a different quality standard is a different offer. See the MOQ and pricing guide for total-cost comparison.
Checks before sending or approving the form
- Did every supplier receive the same product revision and quantity tiers?
- Are inclusions, exclusions and quote validity explicit?
- Are owners and due dates assigned for samples, tooling, packing and destination-market documents?
- Were old quotes retained when the brief changed?
The template is a record format, not FindBao verification of a supplier quote, product compliance or delivery capability. Use the download control below for the editable text file.