Free RFQ template and request for quotation format
Download a blank RFQ template in Excel, or copy a request for quotation written for your material and annotated line by line. Free to use, no account, no attribution.
The RFQ template, in Excel
One request for quotation form that every supplier fills the same way, so the replies can be compared line by line.
- Buyer, supplier and RFQ details: RFQ number, reply by date, delivery location and date
- An items table with description, unit, quantity and the required standard, grade or brand
- Shaded supplier columns for unit rate, lead time and remarks, with line totals, VAT and the total calculated
- Commercial terms, reply instructions and a How to use sheet
RFQ templates by material
Stop pasting the same email twenty times.
PROCAI sends one RFQ to every supplier on your shortlist from your own mailbox, tracks the replies, and turns the quotations into a side by side comparison sheet.
Start free, no credit cardRFQs: common questions
What is an RFQ?
A request for quotation is the document a buyer sends to suppliers asking them to price a defined scope. Unlike an enquiry, an RFQ fixes the specification, the quantities, the delivery point and the terms, so every reply prices the same thing and the offers can be compared rather than read one at a time.
What is the format of a request for quotation?
A request for quotation follows the same format almost everywhere: a header with the buyer, the RFQ number, the date and the reply by date; an items table with description, unit and quantity; the commercial terms such as currency, delivery terms, payment terms and validity; and reply instructions that tell suppliers what to quote back and how. The free Excel template on this page follows that format.
What should an RFQ include?
The specification or standard, the quantities broken down the way you will actually buy them, the delivery address and required date, the payment terms, and an explicit list of what you want quoted back: unit price and its basis, lead time, offer validity and any certification. That last list is what most requests leave out, and what makes replies impossible to compare.
Should I send the same RFQ to every supplier?
Yes, and on the same day. Offers priced against different scopes or different weeks are not comparable, however carefully you read them. One identical request to the whole shortlist is the cheapest thing a buyer can do to improve a comparison.
Are these RFQ templates free to use?
Yes. Download the Excel RFQ template or copy the material templates, edit them and put them on your own letterhead. No account and no attribution needed. The material templates were written by a procurement engineer against real Saudi construction packages, and the Excel template comes in English and Arabic.
Can PROCAI send the RFQ for me?
Yes. PROCAI sends one request to every supplier on your shortlist from your own Gmail or Outlook address, tracks replies, bounces and silent suppliers against that RFQ, and turns the quotations into a side by side comparison sheet. Sending RFQs never costs credits.