RFQ Form Template
Streamline Your Request for Quotation Process
Struggling to gather accurate pricing information from suppliers? This RFQ form template helps you streamline your request for quotation process, ensuring you receive detailed and comparable bids from potential vendors. Use it to save time, ensure consistency, and make informed purchasing decisions, all while maintaining a clear communication channel with your suppliers. You'll appreciate the ease of customization to match your specific needs, and the WCAG-aligned labels provide accessibility for all users. Try out the live template to see how it can work for you.
When to use this form
Use this form when your requirements are clear and you want comparable quotes from multiple vendors. It suits commodity goods, standard parts, or defined services (for example, laptops, cabling, or freight). Project leads and buyers get apples-to-apples pricing, faster selection, and an audit trail. If you are initiating the purchase internally, start with the Procurement request form. For everyday internal needs, a Requisition form or a Supply request form may be more appropriate. When the work is complex and you expect creative approaches rather than line-item prices, switch to the Request for proposal form.
Must Ask RFQ Questions
- What item specifications and quantities are you quoting?
Precise specs and counts let suppliers price the same scope, so you get comparable quotes. Clear details prevent substitutions and reduce back-and-forth.
- What unit price, taxes, fees, and any volume discounts apply?
This reveals the total cost and prevents surprise charges later. It also helps finance verify budgets and negotiate better breaks.
- What are the delivery lead time, shipping terms, and delivery location?
Timing and terms affect risk and cost as much as price. Clear logistics details reduce delays and help schedule installs or handoffs.
- What warranty, after-sales support, and return terms are included?
Support and warranty coverage protect you if the product fails or arrives damaged. Vendors that define response times and return windows reduce your risk.
- How long is this quote valid, and what payment terms will you accept?
A validity period ensures the price holds while you get approvals. Payment terms impact cash flow; knowing them upfront avoids late-stage renegotiation.
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