What is the difference between an RFQ and an RFP?

An RFQ (request for quotation) asks suppliers for a price on a clearly defined item. An RFP (request for proposal) asks suppliers to propose a solution when requirements are less fixed. Use an RFQ when you know exactly what you want and mainly need pricing and terms.

Free template

RFQ template (request for quotation)

Q: What should an RFQ include?

A good RFQ includes the product or material and exact spec, quantity, delivery location and incoterm, required delivery date, packaging, quality or certification requirements, payment terms, and a deadline to respond.

Copy, paste, fill in the blanks, send. This RFQ template covers every field a supplier needs to give you an accurate, comparable quote — so you're not trading five emails just to clarify what you meant.

The template

Copy everything in the box and replace the bracketed parts.

Subject: Request for Quotation — [product / material], [quantity] Hello [supplier / contact name], We are sourcing the item below and would like to request your best quotation. 1. Product / material: [name + exact specification — grade, size, grammage, model, tolerance] 2. Quantity: [quantity + unit] (per order / per month / annual) 3. Delivery location: [city, country] 4. Incoterm: [e.g. FOB, CFR, DAP + named port/place] 5. Required delivery date: [date or lead time needed] 6. Packaging: [e.g. palletized, cartons, bulk — any requirement] 7. Quality / certifications: [standards, certificates, test reports required] 8. Payment terms: [e.g. 30% deposit / 70% against documents] 9. Validity: please state how long your quoted price is valid. Please include in your quote: - Unit price and currency - Minimum order quantity (MOQ) - Lead time - Total price for the quantity above - Any additional costs (packaging, documents, fees) Kindly reply by [response deadline]. Happy to answer any questions. Thank you, [Your name] [Company] · [Phone] · [Email]

Why each field matters

Missing fields are why quotes aren't comparable. Spec and quantity set the price; incoterm and location decide who pays freight; lead time and MOQ often matter more than the unit price; and a response deadline is what actually gets you replies. Send the same fields to every supplier and comparison becomes trivial.

Filled-in example

Subject: Request for Quotation — Kraft paper 70 gsm, 24 tonnes Hello, We are sourcing the item below and would like to request your best quotation. 1. Product / material: Brown kraft paper, 70 gsm, reel width 1000 mm 2. Quantity: 24 tonnes (per container, monthly potential) 3. Delivery location: Casablanca, Morocco 4. Incoterm: CFR Casablanca 5. Required delivery date: within 6 weeks 6. Packaging: reels on pallets, seaworthy 7. Quality / certifications: ISO 9001; mill test certificate 8. Payment terms: 30% deposit, 70% against copy of B/L 9. Validity: please state how long your quoted price is valid. Please include: unit price (USD/tonne), MOQ, lead time, total price, and any additional costs. Kindly reply by Friday. Thank you, [Your name] · [Company] · [Phone] · [Email]

RFQ vs. RFP — which do you need?

Use an RFQ when you know exactly what you want and mainly need price and terms. Use an RFP (request for proposal) when requirements are open and you want suppliers to propose a solution. For most repeat buying — materials, components, finished goods — the RFQ is the right tool.

Tips to get better quotes back

Send to several suppliers. Comparable quotes from multiple vendors is the fastest route to a better price.
Always set a response deadline. It roughly doubles your reply rate.
Follow up. Many of your best quotes come from a second, polite nudge.
Keep the spec tight. Ambiguity turns into padding in the price.

Skip the copy-paste — let Dov send it

HireDov fills this RFQ out for each supplier, sends it, chases every reply, and compares the quotes for you. You just pick the winner.

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Frequently asked questions

What should an RFQ include?

The product/material and exact spec, quantity, delivery location and incoterm, required date, packaging, quality/certification requirements, payment terms, and a deadline to respond.

What's the difference between an RFQ and an RFP?

An RFQ asks for a price on a clearly defined item; an RFP asks suppliers to propose a solution when requirements are less fixed. Use an RFQ when you know exactly what you want.

How many suppliers should I send an RFQ to?

At least three, and more when it matters. Comparable competing offers are the main lever for a better price.