Sample request for a quotation

Sample request for a quotation

Purpose: to obtain responses for the same delivery composition. The form applies to a standard commercial procurement; documentation for a special procedure has its own requirements.

Request specification

• Mandatory requirements: [list, source].
• Allows discussion: [list].
• Acceptance and documents: [agreed terms].
• Open questions: [list].

Letter to the supplier

Subject: RFQ — [product], [quantity], specification [number and version]

Good afternoon. Please quote [item] according to the attached specification [number, version, date]. The purpose of the request is [preliminary budget estimate/selection of contractor].

Required receipt date: [date]. Delivery location: [full address and conditions]. Technical requirements, completeness, and acceptance are in the attachments: [list].

In the response, please keep the item numbers and specify for each: name, quantity, unit, unit price, batch value, tax terms, lead time, and the event that starts it.

Please specify delivery and packaging separately: whether they are included in the price; if charged additionally — the amounts and conditions. Payment, documents, acceptance terms, and the offer validity period are also required.

List deviations explicitly. [Alternatives are allowed as a separate option/not considered]. For partial responses, indicate the status of each item. If there is not enough data, submit questions by [date].

Please send the quotation by [date, time, time zone] to [contact]. Technical questions: [contact].

Buyer: [name, TIN]. Attachments: [files and versions].

Verification

• The request names the current version of the specification.
• The specification refers to the attached current drawing revision; the content of the documents is aligned. Revision numbers of different documents may differ.
• All suppliers received the same set of source data.
• The purpose, address, deadline, and contact are specified.
• Whether alternatives and a partial response are allowed is clear.
• A realistic response preparation time has been set.

Training check of identical source data

In the training request for 80 metal pallets, the current drawing PD-08, revision 2, is attached. But specification PD-08, revision 1, internally refers to the old drawing PD-08, revision 1. The supplier should not guess which version to calculate. The error here is in the outdated reference, not in the fact that the two documents have different revision numbers.

After approval, specification PD-08, revision 3, was issued with a reference to drawing PD-08, revision 2. The letter and the attachment list specify exactly this pair: drawing — rev. 2, specification — rev. 3. The numbering of each document is maintained independently. They check the correspondence of references, content, and file list to the agreed task; identical numbers are not required for this.

The second clarification concerns the lead time: instead of “delivery in November,” the form states “receipt at the buyer’s warehouse on 18 November 2026.” The supplier only needs to confirm this date or propose a deviation. The specific address and unloading terms in the actual request are filled in before submission.

The example uses training data. For your purchase, ask your technical department for the pallet’s load and design requirements.