A request-for-quote email that gets usable supplier answers

An effective RFQ email directs the supplier to a versioned attachment and a response format. The email itself is a cover note, not a substitute for the product specification.

Send one clear request

Use a subject with product code, RFQ number, and response deadline. In the first paragraph, state quantity, intended use, and delivery region without disclosing unnecessary confidential detail. List the attached specification, drawing, packaging requirement, and response table by filename and revision. Ask the supplier to confirm receipt and declare any missing file.

Ask for an answer you can compare

Require separate entries for unit price, one-time charges, freight or other incidental charges, quantity breaks, lead time and its start event, quote validity, and exceptions. Give a channel and deadline for questions. If a common question changes the scope, issue one revision to all bidders. A polite “please quote your best price” can accompany the request, but it cannot replace these fields.

Worked email and attachment

Subject: “RFQ 24-017 | bracket B-4 | reply by 12 October”. Generate the item scope in the RFQ builder, attach drawing B-4 and packaging P-2, and ask each bidder to fill the same price, lead-time, and exception table. Put questions to one named buyer contact. Common error: changing the attachment after the first email without changing its filename or version. If a clarification affects all offers, send a numbered revision to every bidder.

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.