Writing measurable quality requirements in an RFQ

“High quality” is not an inspection instruction. An RFQ should say what the product must do, what may vary, and what evidence the buyer will review. Separate performance, dimensions, appearance, materials, packaging, and documentation.

Define acceptance before sampling

For each critical feature, state the requirement, measurement method, instrument or test conditions where relevant, and the allowed result. Name who supplies the evidence and when it is due. A supplier's quality-management certificate can inform supplier assessment, but it does not prove that a specific batch passed your product tests.

Handle exceptions visibly

Invite the supplier to list any requirement it cannot meet and propose a verified alternative. Do not let “industry standard” replace a stated tolerance or defect definition. Put the agreed acceptance criteria on the purchase order and sample record. When the product changes, recheck which tests and limits must change too.

Worked acceptance field

For a hinge, enter “drawing H-3; opening torque 0.4–0.7 N·m under agreed test setup” in the RFQ builder specification and acceptance fields. Ask who will measure it, on which sample, and what record accompanies the shipment. The figures are illustrative; set actual limits from your design. Common error: writing “smooth movement” as the sole criterion, then disputing a result neither side can reproduce. Keep visual finish requirements in a separate line.

Source context: ISO — ISO 9001 quality management systems supports this limited point: ISO 9001 specifies quality-management-system requirements, not a product-specific inspection result. The buyer procedure above is Suppliers Help editorial guidance. Source checked 2026-09-27.