A request for quote (RFQ) asks suppliers to price a defined set of goods or services. If each vendor receives the same specifications and response instructions, you can compare the offers more reliably. These four editable Word forms cover a short item inquiry, a goods pricing table, detailed goods purchasing, and a creative services brief.
Pick a form based on what you are buying, then replace its sample organization details and terms before sending it. An RFQ seeks a vendor response; a supplier quotation is the offer returned to you.
Choose a Request for Quote Template
| Form | Best use | Format |
|---|---|---|
| Simple Item Request for Quotation | Quick inquiry for a specified material or part | Word .docx in ZIP |
| Goods RFQ with Vendor Pricing Table | A side-by-side comparison of product quotes | Word .doc in ZIP |
| Detailed Goods RFQ with Delivery and Warranty | Purchasing goods with explicit delivery and product requirements | Word .doc in ZIP |
| Creative and Marketing Services RFQ | Seeking quotes for a defined media or creative project | Word .doc in ZIP |
Extract the ZIP before opening the document. Form 04 is a .docx file; the other three are legacy .doc files. Check the edited layout and tables before sharing or printing.
Free RFQ Template Downloads
Simple Item Request for Quotation
A one-page form with request date, company contact, data or drawing reference, item description, part number, quantity, size, material, thickness, and additional details.
Best for: Quick inquiry for a specified material or part. Format: Word (.docx) inside ZIP.
Before sending: Add your response deadline, delivery location, quote validity, taxes and freight fields if you plan to compare several suppliers. It does not provide a structured vendor price response or procurement terms.
Goods RFQ with Vendor Pricing Table
Includes an RFQ number, issue and closing dates, delivery address, item descriptions and quantities, net delivered unit prices and extended totals, vendor exceptions, delivery timing, warranty details, and a no-bid checkbox.
Best for: A side-by-side comparison of product quotes. Format: Word (.doc) inside ZIP.
Before sending: Replace Hernando County School Board names and procurement rules. Its delivered-price, 30-day validity, award method, and late-response clauses are specific to the original buyer; set your own terms before issuing it.
Detailed Goods RFQ with Delivery and Warranty
The first page asks for product numbers, quantities, unit and extended pricing, delivery date, warranty and product information, standards, tax and shipping assumptions, and a vendor signature.
Best for: Purchasing goods with explicit delivery and product requirements. Format: Word (.doc) inside ZIP.
Before sending: This Niagara College form also contains several pages of Canadian institutional purchasing terms. Remove or replace its identity, contact information, 2011 date, currency, standards, and contractual clauses with approved current terms. Do not send the old conditions unchanged.
Creative and Marketing Services RFQ
Requests project goals, background, target audience, timeline, budget range, and selected services such as media buying, design, website work, and video. It provides vendor and submission details.
Best for: Seeking quotes for a defined media or creative project. Format: Word (.doc) inside ZIP.
Before sending: Remove State of Kansas branding, contract references, and 2011 revision details. Specify deliverables, formats, milestones, usage rights, review rounds, and the pricing breakdown you want vendors to return.
What to Include in an RFQ
- Scope: Item or service description, exact quantities, dimensions, drawings, and required standards or deliverables.
- Response: Due date with time zone, submission channel, contact for questions, and a date for answers or addenda.
- Pricing: Unit and total prices, currency, taxes, shipping, setup fees, discounts, and optional items in separate lines.
- Fulfillment: Delivery address or service location, desired date, lead time, warranty, and support terms.
- Comparison: Validity period, permitted substitutes, exceptions, and the criteria used to select a vendor.
Use the same response table for every vendor where possible. If a supplier proposes a substitute, ask it to identify the difference and quote that option separately.
Example: Request Comparable Goods Quotes
Fictional request: Northbridge Studio needs 20 adjustable office chairs delivered to its main office.
Specification: Adjustable seat height, stated weight rating, black upholstery, and at least a two-year manufacturer warranty. Suppliers may offer an equivalent model if they identify the differences.
Response requested: Model number, unit price, extended price for 20, delivery charge, tax, total delivered cost, estimated delivery date, warranty, and quote expiry. Send responses by 4:00 p.m. in the stated time zone on the chosen date.
A common specification makes price comparisons meaningful. Record any differences in warranty, delivery, or features before choosing the lowest figure.
How to Send and Compare RFQs
- Finalize one scope. Confirm quantities, required features, location, and budget approval internally.
- Invite appropriate suppliers. Send the same RFQ and attachments to each, with a clear question deadline.
- Share clarifications consistently. If a requirement changes, send the same revised version to all invited vendors.
- Normalize the offers. Compare total delivered cost, dates, specifications, warranty, exceptions, and quote validity.
- Confirm the purchase process. Verify the selected offer and issue your approved purchase order or contract. The RFQ itself is a request, not an order.
RFQ, RFP, and Supplier Quote
Use an RFQ when the requirement is sufficiently clear for vendors to price the same scope. A request for proposal (RFP) invites a broader solution, method, and capability comparison. A supplier quote states the price and terms the vendor offers in response.
Frequently Asked Questions
Can I use the short RFQ for multiple vendors?
Yes, but add a shared deadline, delivery location, price breakdown, and quote validity so responses can be compared. Its original form mainly captures an item specification.
Which RFQ is best for a goods purchase?
Form 23 has a compact vendor response table. Form 07 includes more detailed delivery and warranty fields, along with lengthy institutional terms that need replacement.
Can I use the marketing form for a website project?
Yes, as a brief starting point. Define pages, functionality, content responsibilities, milestones, handover, revisions, and what each price includes.
Does issuing an RFQ mean I must accept the lowest quote?
Follow your stated selection rules and any applicable procurement policy. Price is one factor alongside compliance with the specification, delivery, warranty, and vendor exceptions.
Are these templates editable?
Yes. The selected ZIPs contain Word documents. The simple item form is .docx; the other three are .doc. Replace old logos, dates, contacts, and instructions before use.
Related Templates
For a wider project brief, use the RFP templates. Compare supplier submissions with a project bids analysis sheet.
