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Map of the reason and short responses to the RFQ

Short responses to quotation requests: outside specialization, unsuitable term, insufficient data, and unapproved replacement. Reason card, templates, and record of the response basis.

How to use

  1. Record the specific reason why it is not possible to complete the current request.
  2. Choose: clarify, propose an acceptable option, or decline politely.
  3. Confirm the alternative offer and new volume separately.

Result: Map of reasons, short letters, and record of the basis.

Working files

Form and example in Markdown · MD

Files are available without registration. Save a copy and fill in your company details. Downloadable files are in Russian; the instructions on this page are translated.

Register a company from China

Map of the reason and short responses to the RFQ

Purpose: to choose an honest request status and preserve the basis for the answer.

Short response card

The following texts are copyright templates. Insert only factually verified information; dates and designations are not company commitments.

Outside specialization: "For request [number], we will not prepare a quotation: the mandatory operation [operation and execution] is beyond our capabilities. We cannot offer an agreed route. We are considering [our specialization]; for such a task you can submit a separate request."

Not suitable deadline: "We cannot confirm arrival by [date]. After checking, we can offer [specific confirmed conditions]. If they are acceptable, we will prepare a quotation based on them; we will not send an offer for the original lead time." If the alternative date has not yet been calculated, do not insert it just to make the refusal softer.

Insufficient data: "To evaluate request [number], we need [specific documents/fields]. Please clarify [discrepancy]. Until we receive the data, we cannot confirm feasibility, price, or lead time." This is a request for clarification, not a final refusal.

Need to agree on the deviation: "The proposed option differs in item [item]: [requirement → option]. We request a decision from the authorized technical representative. A calculation under the modified conditions is possible after approval." The procurement specialist must not turn the difference into an agreed substitution on their own.

For a partial offer on several items, use analysis of the response to an incomplete request. If the obstacle is the cost of preparing a small batch, first separate the technical refusal from the commercial calculation: price explanation example helps communicate the terms without promising a favorable price before calculation.

Working entry after selecting text

Field What to fill in
Request and source data [Number, document, revision]
Reason [Outside specialization / term / data / approval]
Who confirmed [Role, date, basis]
Sent response [File/letter, date]
What may change [Condition for reconsideration / none]
Next step [Who does what / review completed]

The same text will not work for all states. “Send normal specifications” does not indicate a gap, “order accepted” is misleading at the evaluation stage, and a link to an unknown partner does not confirm their ability to perform the work.

Next step

Updated: . Training examples do not confirm experience in fulfilling a real delivery.