How to request Paint 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.
Paint RFQ template
Subject: RFQ for paint, [project name], [city, country]
Dear Supplier,
We are requesting a quotation for paint for a project in [city, country].
• Paint type: [interior emulsion / exterior acrylic / enamel / epoxy / protective coating system]
• Surface: [concrete / plaster / steel / wood]
• Finish and colour: [matt / satin / gloss, colour code __]
• System: [primer + __ coats, dry film thickness __ microns]
• Standard or performance: [e.g. ISO 12944 corrosivity class __ for steel / low VOC]
• Quantities:
[ __ litres of __ ]
[ __ m2 to cover ]
• Delivery: [ex works / delivered to [address]]
• Required delivery date: [date]
• Payment terms: [e.g. 30 days from delivery]
Please provide:
1. Price per litre or per pack, stating product name and pack size
2. Coverage in m2 per litre at the quoted dry film thickness
3. Technical data sheet and the standard or system it meets
4. Primer and thinner priced separately
5. Shelf life and batch date
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.
01Price per litre or per pack, stating product name and pack size
Paint is sold in packs of different sizes and grades. Product name and pack size on the offer are the only way to compare two prices per litre honestly.
02Coverage in m2 per litre at the quoted dry film thickness
A cheaper paint that covers less area costs more per square metre. Coverage at the same film thickness turns two prices per litre into the real cost of your job.
03Technical data sheet and the standard or system it meets
The data sheet states solids, drying time and durability. For steel, the coating system to the stated corrosivity class is what the warranty depends on.
04Primer and thinner priced separately
The primer and thinner a system needs are often left out of the headline price. Itemised offers show the full system cost.
05Shelf life and batch date
Paint near the end of its shelf life is cheap for a reason. Ask for the batch date so the product you receive is fresh.
06Lead time from purchase order
Special colours are tinted or made to order. The cheapest offer that arrives after the painters are on site is not the cheapest.
07Offer validity period
Resin and pigment prices move. A short validity can expire before your approval finishes.
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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