# RFQ Package Completeness Checklist for Job Shops > Source: https://netray.co/tools/rfq-package-completeness-checklist-for-job-shops > Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems. > Section: Free Tools ## Short answer A pre-quote checklist covering drawings, material, quantities, quality requirements and commercial terms, with critical gaps marked. ## Category quality ## Industry Job Shops & Contract Manufacturing ## Audience - Estimator - Quality engineer - Sales engineer ## Tool **Kind:** checklist **Scoring Note:** Aim for 100 percent of critical items before you price. If critical items are missing, send one consolidated request for information to the buyer rather than several partial emails. **Groups:** #### Part definition **Items:** **Text:** Current revision drawing received and revision letter noted **Critical:** true 3D model or native CAD file provided where drawing is incomplete All views, sections and notes legible and not cropped **Text:** Critical and key characteristics identified on the print **Critical:** true General tolerance block and surface finish callouts present Thread, GD&T and datum scheme understood without assumptions Bill of materials supplied for assemblies, including purchased items Unit of measure and part number match the drawing #### Material and processes **Items:** **Text:** Material specification, grade and temper stated **Critical:** true Stock form or size constraints given (bar, plate, casting, forging) **Text:** Heat treat, plating, anodize, paint or passivation specs identified **Critical:** true Special process sources restricted or approved vendor list required Material certifications and test reports required or not Customer-furnished material or tooling clearly defined Marking, laser etch or serialization requirements stated Packaging, preservation and shipping labeling requirements stated #### Quantity, schedule and commercial **Items:** **Text:** Quantity breaks requested (for example 1, 10, 50, 250) **Critical:** true Annual usage or blanket order forecast provided **Text:** Required delivery date and ship-to location stated **Critical:** true Prototype versus production intent understood Payment terms, currency and Incoterms identified Quote due date and decision date known Tooling, fixture or NRE ownership defined Buyer contact name, phone and email confirmed #### Quality and compliance **Items:** **Text:** Quality system requirements stated (ISO 9001, AS9100, IATF 16949) **Critical:** true First article inspection requirement stated (for example AS9102) PPAP level or inspection plan expectation identified Inspection and report requirements such as CMM data and sampling plan Certificate of conformance and traceability requirements known **Text:** Export control status identified (ITAR or EAR), with US-person handling confirmed **Critical:** true **Text:** Flow-down clauses on the PO terms reviewed (DFARS, FAR, customer specific) **Critical:** true RoHS, REACH or conflict minerals declarations requested or not Cybersecurity requirements for controlled data identified (for example NIST SP 800-171) #### Internal readiness **Items:** **Text:** Capacity checked for the required delivery window **Critical:** true Outside processing lead times confirmed with vendors Long-lead material availability checked Gauging and inspection capability confirmed for tightest tolerance Assumptions and exclusions written down for the quote Bid/no-bid decision recorded with reason ## Content **Intro:** The most expensive quotes are the ones built on assumptions. Missing revisions, vague material callouts and unstated quality requirements turn into rework, margin loss and disputes. This checklist is a short gate that estimators can run in minutes before committing hours. **Sections:** #### How to use it **Body:** Open the checklist when an RFQ arrives and tick what is present in the package. Items marked critical block pricing, because guessing them can swing cost by more than your margin. If anything critical is missing, send the buyer one consolidated question list instead of piecemeal requests. Export the completed checklist to PDF and attach it to the quote record so the review is documented, which also supports AS9100 style contract review expectations. #### What each group protects against **Body:** Part definition catches revision mismatches and unreadable prints. Material and processes catch hidden costs such as approved special process sources and certifications. Commercial items stop you from quoting the wrong quantity break or ship date. Quality and compliance covers FAI, traceability, export control and flow-downs, which are often buried in the purchase order terms, not the RFQ email. Internal readiness confirms you can actually deliver, not just price. **Bullets:** - Revision control: wrong rev quotes cause scrap and arguments. - Export control: ITAR data cannot be casually emailed or shared with non-US persons. - Flow-downs: DFARS 252.204-7012 changes how you must handle data. #### Reading your result **Body:** All critical items ticked and most others complete means you can price with confidence. Two or three missing noncritical items can be handled as written assumptions on the quote. Any missing critical item means pause, ask, and log the delay. If an RFQ repeatedly arrives incomplete from the same customer, record that in your triage log and factor the extra effort into your bid decision. #### Common mistakes **Body:** Quoting from a PDF thumbnail instead of the actual drawing, assuming the quantity is a single lot, and skipping the export control question are the three most common causes of painful surprises. Another is quoting standard lead times without checking outside processing queues, which often drive the ship date. **Cta:** If you want incomplete RFQs flagged automatically against this list, we can help build an intake check on top of your email and ERP. The checklist works fine manually. **Faq:** #### Which items are most important in an RFQ package? **Answer:** Drawing revision, material and special process specs, quantity breaks, delivery date, quality system requirements and export control status. Missing any of these can change price materially or create compliance exposure. #### How does this relate to AS9100 contract review? **Answer:** AS9100 expects the organization to review requirements before committing, including special requirements and capability to meet them. A documented checklist per RFQ is a practical record, though your own quality system defines what is required for certification. #### Should we quote when the package is incomplete? **Answer:** Sometimes, with clear written assumptions and exclusions, for example for budgetary or prototype pricing. For production quotes with critical gaps, ask first. An assumption-heavy quote is easily disputed. #### How do I handle ITAR parts in an RFQ? **Answer:** Confirm the data is export controlled, restrict access to US persons, and use approved secure channels. Compliance responsibilities rest with your organization and counsel. This checklist only reminds you to ask. ## Search terms rfq checklist, rfq completeness checklist, what to check before quoting, manufacturing rfq review checklist, quote request review, contract review as9100 checklist, missing information rfq, estimator checklist --- Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json