Gear RFQ and Manufacturing Inquiry Template
Gear shops spend a surprising amount of time chasing missing data before they can quote. This template collects the details they need in one document: gear type, module, teeth, angles, material, heat treatment, quality grade, finishing, quantities and inspection requirements.
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Gear RFQ and Manufacturing Inquiry Template
Request for Quotation: Gear Components
RFQ number: RFQ-2026-0417 Date issued: 2026-10-20 Quote due: 2026-11-03 Requesting company: Midwest Conveyor Systems Inc. Contact: J. Alvarez, purchasing@example.com
Part and gear data
| Item | Requirement |
|---|---|
| Part number and revision | GR-30248 Rev C |
| Gear type | Helical gear |
| Module or diametral pitch | Module 3 (normal) |
| Number of teeth | 48 |
| Pressure angle and helix | 20 deg normal pressure angle, 15 deg RH helix |
| Gear quality grade | ISO 1328 grade 7 |
| Tooth finishing | Ground |
Material and heat treatment
| Item | Requirement |
|---|---|
| Material and condition | AISI 8620 forging, normalized |
| Heat treatment | Carburized and hardened |
| Hardness and case depth | 58 to 62 HRC surface, case depth 0.8 to 1.2 mm effective |
Quantity
Prototype 5 pcs, annual 120 pcs
Inspection and documentation
Gear inspection report for tooth profile, lead, pitch and runout. Material certificate with heat number. Hardness and case depth report. Certificate of conformance.
Special requirements
Mark part number and lot on non-functional surface. Corrosion preventive coating before packing. Drawing and 3D model attached.
Quote should include
Unit price at each quantity break, tooling or setup charges, lead time for prototype and production, material and heat treat sourcing, inspection capability, exceptions to the drawing, and quote validity period.
Approvals
A starting point for your own RFQ process, not a legal document. Add your standard terms and conditions, confidentiality terms and any quality clauses (for example flow-down requirements) as your company requires. Attach the drawing with all tooth data in the gear data block, since the drawing governs over this form.
RFQ workflow inside your ERP
Optional: a short review of how RFQs and supplier quotes could be tracked inside your purchasing module.
Optional. The tool and every export work without this. No spam.
How to use the template
Fill in the fields for your part, review the preview, and export to PDF or Word to attach to your request email or ERP RFQ record. Always attach the drawing and 3D model as well, because the tooth data block on the drawing governs. Send the same document to several suppliers so quotes are comparable, and set a clear due date.
What drives gear cost
Quality grade, tooth finishing and heat treatment move price the most. A ground ISO 1328 grade 6 gear in carburized steel needs hobbing, case hardening, grinding and a full inspection report, so costs several times more than a hobbed through-hardened grade 8 part. Material form (bar, forging or casting), tooth count, face width and quantity also matter. Stating real functional requirements avoids paying for a tighter grade than the application needs.
Specifying quality and inspection
Quality grades are defined in ISO 1328-1 (lower numbers are more accurate) or AGMA 2015 (higher A numbers are more accurate), and the two scales run in opposite directions, so always name the standard. Specify which elements are inspected, such as profile, lead, pitch and runout, and what sample size applies. Ask for material certificates with heat numbers and hardness and case depth reports when the part is heat treated.
Common mistakes
Frequent omissions are the normal pressure angle on helical gears, hand of helix, hardness location, and whether the tooth finish happens before or after heat treat. Another is requesting a quote at a single quantity when annual usage is far higher, which hides volume breaks. Finally, leave tooling ownership and gage responsibility out of your RFQ only if you are happy to negotiate them later.
Frequently Asked Questions
What information does a gear manufacturer need to quote?
At minimum: drawing with a gear data block, material and heat treatment, quality grade and standard, tooth finishing method, quantity and annual usage, and inspection or documentation needs. Missing items usually lead to delays or padded quotes.
Should I specify ISO 1328 or AGMA quality?
Use whichever standard your drawings and your supplier already follow, and name it explicitly. Do not convert grades informally, because ISO 1328 and AGMA 2015 numbering run in opposite directions and are not exact equivalents.
Why does heat treatment sequence matter for quotes?
Case hardening distorts gears, so ground or honed teeth finished after heat treat cost more but hold accuracy. If teeth are cut after hardening, the process route changes entirely. State the sequence you need or ask the supplier to propose one.
Can I use this for sprockets and splined shafts?
Yes, choose the closest type and describe tooth data in the module and special requirement fields. For splines, add the standard (such as ANSI B92.1 or ISO 4156), number of teeth, major and minor diameters and fit class.
If RFQs, quotes and supplier responses live in email, Netray can help structure them inside your ERP purchasing workflow.
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