Turned Parts RFQ (Request for Quote) Template
A clear RFQ gets better quotes faster. This template asks the questions a turned parts supplier needs answered to price accurately: material, tolerances, finish, quantity breaks, certifications and delivery.
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Turned Parts RFQ Request for Quote Template
Request for Quote RFQ-2026-0457
Issued by: Northfield Instruments Inc. Buyer: J. Alvarez, buyer, jalvarez@example.com Issue date: 2026-10-20 Quote due: 2026-11-03
Please quote the part below. Quotes received after the due date may not be considered.
Part Information
| Item | Detail |
|---|---|
| Part number and revision | SH-4410 Rev C |
| Description | Threaded pin, turned and cross drilled |
| Material and form | 303 stainless steel, ASTM A582, 0.500 in round bar |
| Estimated annual usage | 12000 |
Quantity Breaks and Pricing
Please provide unit price, tooling or setup charge and lead time for each quantity.
| Quantity | Unit price | Setup or tooling charge | Lead time |
|---|---|---|---|
| 500 | |||
| 2500 | |||
| 10000 |
Technical Requirements
Critical tolerances and characteristics: Dia 0.2500 +0.0000/-0.0005 in; surface finish 32 Ra max on the bearing diameter; concentricity 0.001 in.
Finish and secondary operations: Passivate per ASTM A967, tumble deburr, no sharp edges, laser mark part number.
Drawing and any model files are attached. Where the drawing and this request differ, the drawing governs. Tell us about any feature you believe is not manufacturable at the stated tolerance.
Quality and Certification
Certification required: CoC plus material certificate
Supplier to state the quality system in place, for example ISO 9001, and whether any process is outsourced.
Delivery and Commercial Terms
First shipment within 6 weeks of purchase order, then monthly releases
Please state payment terms, packaging method, price validity period, material price escalation terms and whether pricing assumes a blanket order.
Supplier Response
| Item | Supplier entry |
|---|---|
| Quote number and date | |
| Quote valid until | |
| Material source and mill location | |
| Outside processes used | |
| Exceptions or clarifications |
This is a general starting point for a purchasing request, not legal advice. Attach the drawing and any applicable terms and conditions. Add export control, specialty material and flow-down requirements when they apply to your part.
Load awarded quote prices into your ERP
Optional: we can show how to load quote price breaks and supplier lead times into purchasing records from a structured RFQ.
Optional. The tool and every export work without this. No spam.
How to use the template
Fill in your company details, the part number with revision, the description, material and form, and up to three quantity breaks with your estimated annual usage. Add the critical tolerances and the finish and secondary operations. Choose the level of certification you need and describe the delivery you expect. The exported document includes a pricing table for the supplier to fill in and a response block for exceptions, so quotes from different suppliers line up side by side.
- Always attach the drawing and name the revision.
- Give annual usage even when the first order is small.
- State the quote due date and how you will compare quotes.
Why these fields
Suppliers price turned parts from material and bar size, cycle time driven by tolerances and features, secondary operations and quantity. Annual usage and quantity breaks let them choose between a dedicated setup and a shared setup, and decide on bar stock purchases. Certification level has a cost, since material certs and inspection reports require time and records. Telling them early avoids re-quotes. Calling out critical characteristics focuses their review on the features that decide cost.
Comparing the quotes
Compare unit price at each quantity, setup charge, tooling ownership, lead time and what each supplier excluded. A low unit price with a high setup charge may be worse at your real order size. Check whether the quote assumes a material price that can change, and ask for the validity period. Look at exceptions, because a supplier who flags a tolerance problem is often more reliable than one who simply quotes everything.
Common mistakes
Sending a drawing without the revision or with a vague material note is the main reason for quote differences. Asking for a single quantity hides the setup effect. Not stating certification requirements leads to a price that excludes them. For regulated products add flow-down requirements, and for defense or aerospace work remember that controlled drawings may need export control handling. Once awarded, create the item, routing and supplier record in your ERP so the purchase order uses the quoted price breaks.
Frequently Asked Questions
How many quantity breaks should an RFQ include?
Three is usually enough: the initial order, a typical release and a higher quantity. Add annual usage so the supplier can see the real volume. More than four breaks makes comparison harder without adding useful information.
Should I tell the supplier my target price?
It depends on your relationship and the market. For a new part, asking for an open quote reveals the real cost. For a repeat part, sharing the current price helps suppliers focus on whether they can match or beat it.
What certificates should I ask for?
At minimum a certificate of conformance. For traceable material, request the mill certificate or test report. For critical parts add an inspection report, first article inspection or PPAP package. Ask only for what you will use.
Is this RFQ legally binding?
No. An RFQ asks for pricing and is not a purchase order. Terms and conditions, quality requirements and flow-downs are normally included with the purchase order or an agreed supply agreement.
If RFQs and quotes are tracked by email, Netray can help structure quote comparison and purchase price loading against your ERP.
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