Writing a Request for Quotation (RFQ) requires clear communication of your needs to potential suppliers, ensuring that they understand your requirements and can provide accurate quotes. Here’s a step-by-step guide on how to write an effective RFQ in English:

1. Header: Include your company’s name, address, contact information, and the RFQ issue date.
2. Introduction: Begin with a brief introduction, stating that you are seeking quotes for specific goods or services.
3. Project/Requirement Overview: Describe the project or requirement in detail. Include specifications, quantities, quality standards, and any unique features.
   If applicable, provide a timeline for delivery or completion.
4. Technical Specifications: List the technical specifications for the goods or services. Be as detailed and specific as possible. Include any relevant industry standards that the supplier needs to meet.
5. Terms and Conditions: Outline the terms and conditions that will govern the procurement. This includes payment terms, warranties, and any other relevant terms. Specify any legal or regulatory requirements that the supplier must comply with.
6. Evaluation Criteria: State the criteria you will use to evaluate the quotes. This can include factors such as price, quality, delivery time, past performance, etc.
7. Submission Guidelines: Specify the deadline for quote submission. Be clear about the format (email, physical submission, etc.) and the required documents.
8. Contact Information: Provide a contact person’s name, email, and phone number for any inquiries or clarifications.
9. Conclusion: Thank the potential suppliers for their interest in providing a quote. Express your expectation for a timely and detailed response.
10. Attachments (if applicable): Include any relevant documents, such as drawings, specifications, or additional information.

Remember to keep the language clear, concise, and professional. Avoid jargon that might not be familiar to all suppliers, and ensure that the RFQ accurately represents your needs.

What is the difference between RFQ and RFP?

Here is the table showing the differences between RFQ and RFP-

Aspect	Request for Quotation (RFQ)	Request for Proposal (RFP)
Purpose	Used for procuring goods or services, primarily focused on pricing and specific details.	Used for soliciting detailed proposals and solutions, often for complex projects or services.
Focus	Emphasizes pricing, quantities, specifications, and terms.	Emphasizes the supplier’s approach, methodology, and capabilities to meet project needs.
Detailed Information	Requires detailed information about pricing, quantities, specifications, and delivery timelines.	Requires detailed information about the supplier’s qualifications, experience, technical solutions, and project management.
Evaluation Criteria	Evaluation is based on objective criteria such as pricing, quality, and compliance with specifications.	Evaluation based on objective criteria such as pricing, quality, and compliance with specifications.
Flexibility	Tends to be more rigid in terms of requirements, with less room for negotiation.	Offers more flexibility in terms of solution options, negotiation, and customization.
Length of Document	RFQ documents are typically shorter and more focused on specific details.	RFP documents are generally longer and more comprehensive due to the detailed project description and requirements.
Common Use Cases	Procurement of standardized goods, services, or products.	Software development, construction projects, consulting services, outsourcing contracts, where a tailored solution is needed.

Request for Quotation format Example