The buyer question list to close before awarding an RFQ

An RFQ decision meeting should end with explicit answers or named open issues. The lowest number on a quote is not a decision if its scope or delivery is unclear. Use one short sheet per shortlisted supplier.

Five answers to obtain

What exact specification revision is priced? Which charges are included or excluded? What event starts lead time, and where does delivery occur? What sample or inspection evidence will prove acceptance? Which legal party signs, invoices, and receives payment? Record the document or person supporting each answer.

Decide what can wait

Separate questions that affect ranking from details that can be resolved before purchase-order issue. Price a known exception where possible; mark unknown costs as unknown rather than zero. Give each unresolved item an owner and deadline. The final award note should name the chosen quote version, reasons for choice, approved deviations, and any condition that must be met before money or production is released.

Worked award meeting

Open the copied RFQ checklist next to two final quotes. For Supplier A, mark drawing E-2, 750 units, packaging included, freight unknown, and sample S-4 approved. For Supplier B, mark freight included but sample pending. Assign an owner and deadline to each unknown; do not enter zero for A's freight or “approved” for B's sample. Common error: reporting a price winner before the buyer knows whether both offers can meet the same required delivery and acceptance basis.

Source context: Microsoft Learn — Requests for quotation (RFQs) overview supports this limited point: An RFQ can request prices, delivery times, incidental charges, and discounts. The buyer procedure above is Suppliers Help editorial guidance. Source checked 2026-09-27.