RFQ Package Completeness Checklist for Job Shops
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.
0 of 39 items complete
10 critical items still open - these are the highest-risk gaps.
Part definition
Material and processes
Quantity, schedule and commercial
Quality and compliance
Internal readiness
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.
Screen incoming RFQs automatically
Optional: ask for a review of how intake checks could run on your RFQ inbox.
Optional. The tool and every export work without this. No spam.
How to use it
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
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.
- 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
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
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.
Frequently Asked Questions
Which items are most important in an RFQ package?
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?
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?
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?
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.
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.
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