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Request for quote (RFQ)

A one-page request for quote you send to suppliers so each prices the same list. It names the vendor and the delivery address, lists items with specifications and quantities, and gives a date by which quotes must come back.

By Paul Gunder. Free to print for home, classroom and office use; see how our printables are made.

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Request for Quote1 page · US Letter

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Request for QuoteRFQ no.Date issuedQuotes due byBUSINESS NAME AND ADDRESSTO (VENDOR)DELIVER TOItem no.Description and specificationsQtyUnitUnit priceAmountSubtotalTaxShippingTotal quotedREQUIREMENTS AND HOW TO RESPONDRequested byDatePrintablePal.com · free printable formsRequest for Quote
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On this page

What prints

The title Request for Quote appears at the top right above three fields: RFQ no., Date issued and Quotes due by. Your business details sit at the top left. Two side-by-side blocks follow: To (vendor) and Deliver to.

The table in the middle has six columns: Item no., Description and specifications, Qty, Unit, Unit price and Amount. You fill the first four; the vendor completes the last two. Under the table, a Requirements and how to respond box sits beside four totals: Subtotal, Tax, Shipping and Total quoted. A single signature line reads Requested by.

Why send the same list to everyone

Quotes are only comparable when every supplier prices the same thing. Writing the specification, quantity and unit on the form (each, box, foot, gallon) removes guesses. The federal acquisition rules for small purchases describe asking for quotations from more than one source where practical; a private buyer can borrow the habit without any of the legal weight.

The settings

  • Your business (name, address, phone). Four lines that carry over to related forms.
  • To (vendor) and Deliver to. Four lines each. Leave the vendor block empty if you will photocopy the form for several suppliers and write each name by hand.
  • RFQ no., Date issued and Quotes due by.
  • Rows. From 4 to 24; it opens at 18.
  • Tax line. Turn it off to drop the Tax total.
  • Requirements and how to respond. Up to 300 characters, for things like "Include lead time" or "Email quotes to the address above."

The item columns are fixed. The form does not add anything up.

Worked example: a cafe buying supplies

A cafe owner needs paper goods for the month. She types her business block, sets RFQ no. 7, date issued November 3 and quotes due by November 10. The vendor block names one supplier, and Deliver to is the cafe's back door address.

On the rows she writes "PC-12, 12 oz hot cups, sleeve of 50, 40, sleeve", "LD-12, matching lids, sleeve of 50, 40, sleeve" and "NP-1, dinner napkins, case of 3000, 2, case". In the requirements box she types "Price per unit, shipping included if possible. State delivery lead time." She prints one copy per supplier and writes each name on the vendor lines.

After the quotes come in

Compare unit price, shipping and lead time side by side, and keep the replies with this sheet. If you choose a supplier, a purchase order makes the order official. The page is a blank form and offers no legal advice; any rules that bind your organization, or a contract, may set what a request must say.

Sources

  1. Acquisition.gov: FAR Subpart 13.1, Procedures acquisition.gov