How to control specification versions in an RFQ

The easiest way to compare unlike quotations is to lose track of the specification. Give the RFQ a version, date, and document list. Name the drawing revision in the email and on the response form, then ask the supplier to repeat it in the quotation.

Keep a change record

For each change, note the old requirement, the new wording, why it changed, who approved it, and which bidders received it. If a tolerance or component changes, request a revised price and lead time; do not assume the first offer still applies. A separate alternative proposal can be useful, but keep the baseline quote intact.

Decide from one baseline

Before award, open the selected quote and purchase order side by side. Confirm that both cite the same product code, drawing revision, quantity, and acceptance evidence. If a supplier says it quoted an earlier file, stop and ask for an explicit revision. The audit trail is small; the cost of discovering different assumptions at sample approval is not.

Worked revision check

Suppose drawing C-2 changes the hole diameter from 6 mm to 8 mm. Put “Drawing C-2; 8 mm hole” in the RFQ builder specification field and retain C-1 only in the change log. Send the copied checklist with the new file to all bidders; ask each to repeat “C-2” in its quote. If Supplier B replies “as previously quoted”, ask whether its price and tooling cover the larger hole. Common error: treating an acknowledgement of the email as a revised quotation.

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.