RFQ Template for Machined Parts
A good RFQ for machined parts gets comparable quotes back the first time. This template captures the part, material, tolerance, quantity breaks, delivery terms and quality documents in one clean page you can export to PDF or Word and send with the drawing.
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RFQ Template for Machined Parts
Request for Quote RFQ-2026-0417
From: Acme Precision Ltd Contact: J. Alvarez, Senior Buyer Issue date: 2026-10-20 Quote due: 2026-10-30
Please quote the item below. Quotes received after the due date may not be considered.
Part Details
| Field | Detail |
|---|---|
| Part number / revision | BRK-1001 Rev C |
| Description | Mounting bracket, machined from plate |
| Material | 6061-T651 aluminum plate, AMS 4027 or equivalent |
| Finish / treatment | Anodize Type II, clear, per MIL-A-8625 |
| General tolerance | +/- 0.005 in unless noted; critical features per drawing |
| Annual volume (estimate) | 1200 pieces |
Pricing Requested
Quantity breaks: 25, 100, 250, 500 pieces
Please show piece price, one-time setup or NRE, tooling and fixture cost, and lead time for each break. State the price validity period and any material surcharge clause.
Quote Response Table
| Quantity | Unit price | Setup / NRE | Lead time (days) | Notes |
|---|---|---|---|---|
| Break 1 | ||||
| Break 2 | ||||
| Break 3 | ||||
| Break 4 |
Delivery and Commercial Terms
Delivery terms: DAP Ship to: Acme Precision Ltd, Receiving Dock 2, Dayton OH
Supplier to confirm payment terms, packaging method, and whether any part of the work is subcontracted (plating, heat treat, anodize).
Quality Requirements
ISO 9001 certified supplier. First article inspection report with ballooned drawing. Certificate of conformance and material certs with each shipment.
Additional Notes
Quote setup, tooling and fixtures separately. State lead time for first article and for production release.
Acknowledgement
Attach the current drawing and any 3D model to the email or portal request. This template is a starting point, not legal advice. Have your own terms and conditions reviewed before sending.
Automate RFQs from your ERP
Optional: a short review of how RFQ issue and quote comparison could be driven from your open requisitions.
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How to use this RFQ template
Fill in the part number with its revision, the material with a specification rather than a trade name, and the finish. State the general tolerance and tell suppliers that critical features follow the drawing. Enter the quantity breaks you want priced and your honest annual volume estimate. Suppliers price differently at 25 pieces and 1,200 pieces a year, and a vague volume leads to padded quotes. Export the document, attach the drawing and model, and send the same package to every supplier on your list so the answers can be compared line by line.
- Always include the drawing revision
- Ask for setup and tooling separately from piece price
- Send identical packages to all bidders
- Set a clear due date and a single contact
What a complete machined-part RFQ contains
Suppliers need geometry, material, tolerance, finish, quantity and delivery to build a price. Missing any of these creates assumptions, and assumptions create quotes that cannot be compared. Material callouts should reference a standard such as AMS, ASTM or EN. Finish callouts should reference the process specification. Quality requirements should state which documents travel with the parts: certificate of conformance, material certificates, first article inspection report, and any special process certificates. If the work is for aerospace or defense, say whether the flow-down clauses apply so the supplier prices compliance effort correctly.
Reading the quotes you get back
Compare quotes on total cost, not piece price. A low piece price with high setup and a long lead time can lose to a slightly higher piece price at lower total landed cost. Check that every bidder quoted the same material, the same finish and the same quantity breaks. Look for exclusions such as inspection reports or packaging. Large price gaps often mean one supplier misread a tolerance or assumed a different stock size. Ask a clarifying question rather than guessing. For a deeper cost check, build a should-cost model and compare it against the quotes.
Common RFQ mistakes
The most frequent errors are sending an outdated drawing revision, leaving the quantity open, and not saying who pays for tooling. Another is asking for a quote with no due date, which lets the process drift. Buyers also forget to state delivery terms, so one supplier quotes ex works and another delivered duty paid, and the comparison is meaningless. Finally, many RFQs do not say what happens to quote information. Confirm in writing that drawings are confidential and are not to be shared with third parties.
Frequently Asked Questions
What should an RFQ for machined parts include?
Include part number and revision, drawing and model, material specification, finish, tolerances, quantity breaks, estimated annual volume, delivery terms, ship-to address, quality documents required, and the quote due date. Ask for setup and tooling separately so the quotes can be compared fairly.
How many quantity breaks should I request?
Three to four breaks is typical, for example prototype, small lot, and two production levels. Choose breaks that match how you will actually buy. Quoting a break you will never order wastes the supplier's time and adds noise to the comparison.
What is the difference between an RFQ and an RFP?
An RFQ asks for a price on a defined item or specification, so price is the main variable. An RFP asks suppliers to propose a solution, so capability and approach matter as much as cost. Machined parts built to drawing are almost always RFQs.
Should I share my annual volume with suppliers?
Yes, give an honest estimate and label it as an estimate if it is not committed. Suppliers use volume to decide on fixturing and process, and a realistic number usually produces a better price than a vague request or an inflated figure.
If RFQs, quotes and awards live in your ERP, Netray can help you automate issuing RFQs from open requisitions and pulling the responses back into a comparison.
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