Give Suppliers a Requirement They Can Quote.
Prepare a clear RFQ with specification, quantities, delivery, acceptance checks and a common response format. Reduce clarification before comparing offers.
An RFQ, or Request for Quotation, is ready when a supplier can understand what to price and the buyer can compare the response with other offers. Start with the specification, quantity, delivery requirement and acceptance criteria. Then give suppliers one response format.
If an important requirement is still undecided, resolve it or ask a clearly identified question. Do not leave suppliers to make different assumptions and discover the differences after the quotes arrive.
Check the RFQ Before Sending It
| Check | Ready when… |
|---|---|
| Product or work package | The item, scope and exclusions are identifiable |
| Technical baseline | The drawing, specification and revision are controlled |
| Quantity | Initial order, expected repeat demand and quantity breaks are stated separately |
| Destination | Receiving location, delivery basis to quote and access constraints are clear |
| Timing | Required dates and the requested lead-time definition are stated |
| Acceptance | Inspection, tests, documents and the person accepting the result are identified |
| Alternatives | Suppliers know what can be proposed and how to record deviations |
| Commercial response | Price, currency, MOQ, payment, tooling and validity have named fields |
| Clarifications | One contact controls questions and circulates material changes |
| Evaluation | Mandatory requirements and preferences are distinguishable |
If a row is incomplete, identify who must supply the missing information. Some questions belong to engineering, operations or finance rather than the supplier.
Give Quantities the Right Meaning
Separate a firm initial requirement from a forecast. Tell the supplier which quantities you want priced and which depend on later demand. Ask for its MOQ and how changes in volume affect the offer.
This prevents an attractive price for a large order being mistaken for the cost of the smaller order the business intends to place.
Make Timing and Delivery Assessable
State the required receiving date and ask suppliers to explain the stages behind their offer. Request the lead-time starting point and the assumptions about buyer approvals, production and dispatch. Clarify who arranges transport and which costs are outside the quotation.
For site or project deliveries, describe known receiving restrictions. A quote cannot account for information that is added only after the transport or production plan has been agreed.
Ask for Deviations Explicitly
Include a short deviation schedule:
| Requirement reference | Supplier’s offered position | Reason for difference | Buyer decision needed |
|---|---|---|---|
| [Drawing, scope or commercial field] | [Exact change proposed] | [Supplier’s explanation] | [Accept, clarify or decline] |
A useful alternative can remain in consideration when the change is visible. An unstated change can make the quotation appear more compliant than it is.
Control Changes During the Enquiry
Keep a revision record. If you change the specification, quantity or delivery requirement, tell all relevant suppliers which version to quote. Ask whether their previous price and timing still apply.
Do not add every available document without explanation. Suppliers need the information relevant to the scope, the priorities and a clear way to ask questions. Excess material can hide the requirement as easily as missing material can.
Check the Replies Before Comparing Price
First identify offers that quote a different revision, omit essential information or contain unaccepted deviations. Ask for clarification against the RFQ reference. Once the offers have a common basis, move to commercial comparison.
If the requirement has changed materially, a controlled reissue may be more useful than repairing each quotation separately.
Merillgrove can help prepare the buying requirement or review an RFQ that is producing inconsistent responses. Bring the brief, the quotations received and the decision deadline.