How to request Fastener quotations
A ready to copy RFQ template written by a procurement engineer, with a line by line explanation of each ask. Free to use, no account, no attribution.
Fastener RFQ template
Subject: RFQ for fasteners, [project name], [city, country]
Dear Supplier,
We are requesting a quotation for fasteners for a project in [city, country].
• Items: [bolts / nuts / washers / screws / anchors]
• Size and length: [e.g. M16 x 80]
• Grade or property class: [e.g. 8.8 / 10.9 / A2-70 stainless]
• Standard: [e.g. ISO 4014 / DIN 933 / ASTM A325]
• Finish: [plain / zinc plated / hot dip galvanized]
• Quantities:
[ __ pcs of __ ]
[ __ pcs of __ ]
• Packing: [boxes of __ / bulk]
• Delivery: [ex works / delivered to [address]]
• Required delivery date: [date]
• Payment terms: [e.g. 30 days from delivery]
Please provide:
1. Unit price per piece or per 1,000, stating size, grade and finish
2. Standard the items are made to
3. Mill or test certificate for the grade quoted
4. Packing and minimum order quantity
5. Price basis, ex works or delivered
6. Lead time from purchase order
7. Offer validity period
Regards,
[Name], [Company]What to ask for, and why
The numbered list at the bottom of the template is what makes replies comparable. Each line is routinely left out of quotations, and routinely decides which offer is really the cheapest.
01Unit price per piece or per 1,000, stating size, grade and finish
A grade 8.8 bolt and a grade 10.9 bolt look alike and are priced very differently, and so are plain and galvanized finishes. Until every price names its size, grade and finish, the cheapest line may simply be a weaker or uncoated part.
02Standard the items are made to
The standard fixes the head, thread and tolerances. Two offers to different standards may not fit the same holes or nuts, so a price without its standard cannot be compared.
03Mill or test certificate for the grade quoted
The grade marking on the head is a claim; the certificate is the proof. Ask for it at quotation stage so it is priced and committed, not argued about after the bolts are installed.
04Packing and minimum order quantity
Fasteners are sold by the box, by weight or by the thousand. Knowing the packing and minimum order is the only way to turn two unit prices into the real cost of your quantity.
05Price basis, ex works or delivered
Freight on heavy fasteners is a real share of the cost. State which basis you are being quoted so a low ex works price does not hide the delivery.
06Lead time from purchase order
Stock sizes ship quickly, special lengths and grades are made to order. The cheapest offer that arrives after the steel is erected is not the cheapest.
07Offer validity period
Fastener prices follow steel and zinc costs. A short validity and a long one at the same number are not the same offer.
Send it to every supplier at once.
Paste this into twenty separate emails, or let PROCAI send it once from your own Gmail or Outlook address and track every reply, bounce and silent supplier. Sending RFQs never costs credits.
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