A buyer's clarification log for a multi-supplier RFQ

An RFQ is rarely complete on its first send. A clarification log keeps later answers from becoming private side agreements with one bidder. Number each question, record the date, cite the affected requirement, and give one approved response.

Decide what must be shared

A question about a common specification, packaging rule, acceptance test, or delivery requirement can change every quote. Send the approved clarification to all relevant bidders and update the RFQ revision. A supplier-specific question about its own capacity or commercial exception can stay in that supplier's file.

Close the loop

Track whether each bidder acknowledged the revision and re-quoted affected lines. Mark unresolved questions visibly in the comparison sheet. Do not pick a winner using one supplier's revised specification and another's old quote. At award, attach the final log or incorporate its answers into the purchase order so production is governed by a single, traceable scope.

Worked question log

An RFQ for 1,000 printed cartons omitted the barcode position. Put the approved position into the RFQ builder packaging field and issue the resulting revised checklist as RFQ version 2. Record question 04, answer, issue date, and each supplier's acknowledgement in a separate log. Ask for re-quotes if plates or labour change. Common error: giving the new barcode position only to the first supplier who asked; the later price comparison would use two different products.

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.