If you are buying services, materials, or equipment, a Request for Quote, often called an RFQ, is a simple way to ask vendors for pricing on the same scope so you can compare responses without guesswork. A Request for Quote Template keeps your request organized, reduces back and forth, and makes it easier to review pricing alongside terms that affect the real cost.
In this post, we have gathered the most useful RFQ templates in Word, Excel, Google Docs, and Google Sheets. Each Request for Quote Template is completely customizable, so you can adjust wording, add or remove line items, and fit the document to your project, industry, and vendor process.
RFQ Email Template
This RFQ email template is designed for sending a quote request to a vendor when you want pricing on a specific product or service. It works well for procurement, office purchases, equipment orders, contractor work, and recurring services where you want every vendor to respond to the same request so pricing is easier to compare. Because it is completely customizable, you can adjust the wording to match your industry, add extra questions, or shorten it for quick requests. The draft prompts you to share the key details vendors typically need before quoting, such as the item description, unit and total pricing, minimum order quantity, delivery timeline, payment terms, warranty notes, plus your required quantity, delivery location, and preferred delivery window.
Request for Price Quote Template
This request for price quote template is designed for straightforward purchasing requests where you want suppliers to respond with pricing, delivery timing, and basic terms in a consistent format. It works well for office supplies, materials, routine services, and small procurement requests where you do not need a long specification package, but you still want the request documented and easy to track with an RFQ number and issue date. The opening section is written as a formal request letter, so you can enter the vendor’s details, reference the RFQ, and send a clear pricing request without drafting new wording each time.
It includes sections to record buyer and vendor contact information, set the submission deadline, required delivery date, delivery location, and the date the quote must remain valid through. The pricing table is set up for item number, description, quantity, unit, unit price, and total, which keeps responses consistent when multiple vendors quote the same list. Space is also included for payment terms, additional terms and conditions, and vendor confirmation with name, title, date, and signature.
Simple RFQ Template
This simple RFQ template is built for requesting quotes on a project or service while keeping the request focused on scope, timing, and budget details vendors need for an initial response. It captures requester information such as company name, contact name, phone, fax, email, and a return-by date, then records the vendor name, vendor email, and vendor phone for tracking outreach and follow-ups.
The main body collects project description, project goals and objectives, and project background so vendors can evaluate fit and assumptions. It also includes sections for project timeline and project budget, then a services requested checklist table where you can list service lines and mark what applies. A final “Other” area gives space for special requirements like work hours, access limitations, compliance needs, or coordination expectations.
RFQ Response Template
This RFQ response pricing template is an Excel workbook for suppliers who need to submit a line-item quote in response to a request for quotation. It captures the RFQ identifiers and vendor contact details, including company name, RFQ title, RFQ ID, project lead name and title, contact email, contact phone, and date submitted, so the quote stays tied to the correct bid and point of contact.
The pricing grid includes columns for item ID, product ID, description, quantity, price per unit, and total price, with total price calculated from quantity and unit price. A totals area summarizes the quote with subtotal, discounts, sales tax rate, tax total, and final total, and a notes section is included for pricing assumptions such as validity period, delivery timeline, warranty notes, and shipping charge terms.
Excel RFQ Template
This Excel RFQ template is for purchasing teams that need consistent vendor quotes for products or services. Use it when you are collecting pricing from multiple suppliers and want each bid returned in the same format for easier review and approval.
Start by entering the RFQ release and due dates, the issuing party, contract number, and contact person, then write your submittal instructions and the RFQ statement so vendors know what to return and by when. Suppliers complete the offeror section with their point of contact and quote validity, then fill the pricing table with line items, units, required quantities, unit price, total price, and date available, followed by subtotal, sales tax, delivery fee, other charges, and total, with space for terms and conditions.
RFQ Comparison Template
This RFQ Comparison Template is a spreadsheet for comparing supplier quotes side by side in Excel or Google Sheets. List each item and a short description, then enter each vendor’s unit price and quantity so the sheet shows per-item totals across all bidders in the same layout.
Each vendor section includes subtotal, tax rate, tax total, shipping, and a final total, so you can compare true cost after fees instead of just unit pricing. Use the Notes area to record non-price terms such as lead time, delivery method, payment terms, warranties, or substitutions, then choose the vendor based on totals plus the conditions that matter for the purchase.
Nonprofit RFQ Template
This Nonprofit RFQ Template is designed for nonprofits that need written vendor quotes for grant-funded or budgeted purchases. It starts with Organization Details and RFQ Information so suppliers see the RFQ number, procurement purpose, funding source, issue date, closing date, and the point of contact.
Use the Introduction to explain the request in plain terms, then list the Scope of Work in the line-by-line table with item name, product specifications, unit cost, quantity, and total cost. The template also includes Requirements and Conditions, a section for quote submission instructions and clarifications, and a supplier-facing quote submission form with UOM, quote validity, total price, and space for supplier notes or deviations. Supplier Details at the end captures company name, representative name and title, phone, email, date, and signature for a complete submission record.
Construction RFQ Template
This construction RFQ template is built for requesting pricing from contractors, subcontractors, or suppliers when you want quotes based on the same project information. It is a strong fit for remodels, tenant improvements, new builds, and trade-specific work where details like start date, location, and scope clarity affect both cost and scheduling. The top section gives you a simple way to label the request with an RFQ number and dates, then move into project details so vendors understand what they are pricing before they start listing assumptions.
It is completely customizable and designed to reduce pricing gaps that happen when different bidders interpret the scope differently. You can spell out the scope of work in plain language, list inclusions and exclusions to prevent surprise change orders, then add trade-based technical specifications such as structural, electrical, lighting, HVAC, finishes, and safety requirements. The equipment and material table is useful when you want unit pricing, quantities, and totals in a consistent format across vendors, followed by delivery requirements, submission instructions, and a sign-off area for internal review.
Supply Chain RFQ Template
This supply chain RFQ template is designed for purchasing teams that need vendor quotes they can compare line by line. It works well for sourcing raw materials, packaging, finished goods, and third-party services tied to procurement and logistics. The cover page gives your RFQ a clear reference number and release date, plus space for company and contact details, which is useful when the same request is sent to multiple suppliers and tracked internally.
You can tailor the document for a quick quote request or a more controlled sourcing process. It collects supplier and client details, sets submission rules, and separates the scope of work into the description of goods or services, technical specifications, quantity requirements, delivery and packaging details, and pricing. The pricing table captures item number, unit, unit price, total price, and lead time so suppliers reply in a consistent format. It also includes a section for commercial and legal conditions, covering quote validity, taxes, partial or alternative quotes, payment terms, evaluation criteria, and a supplier declaration for sign-off.
Manufacturing RFQ Template
This manufacturing RFQ template is built for requesting supplier quotes when product specifications and delivery details directly impact pricing. It fits custom manufacturing, repeat production orders, packaging requests, and vendor sourcing where suppliers need clear information on what is being produced and how it should arrive. The first page separates contact information, billing information, and shipping information, which is useful when procurement places the order, accounting handles invoices, and a warehouse or receiving team manages deliveries.
The template then moves into project details so you can document the project name, purpose, scope overview, and objectives in writing before suppliers quote. It provides dedicated space for product specifications and requirements, followed by a pricing table that captures item number, quantity, width, length, height, weight, item name, unit price, and total price for each line item. A notes area and totals section capture subtotal, sales tax, shipping, and other charges separately so the final total is easier to review. It also includes sections for required certifications, submission instructions with quote validity and deadline, plus terms and conditions so suppliers understand how to submit and what is expected in their response.
How to Choose the Right RFQ Template
Start by matching the template to your role in the process. If you are the buyer issuing the RFQ, pick a format that captures your project details, the quote deadline, and what suppliers must submit. If you are the supplier responding, use a pricing-focused layout that records item IDs, quantities, unit prices, totals, and any notes on lead time, warranty, or exclusions.
Next, match the template to what you are buying and how you plan to evaluate responses. For product purchases, choose an RFQ with a line-item table so vendors price the same list in the same order. For service work, use a template that includes project description, goals, timeline, and budget fields, plus space for vendors to confirm scope assumptions. If you expect multiple bids and need side-by-side review, use a comparison sheet with vendor columns for price, quantity, and totals, along with tax and shipping so the final numbers are comparable. If your purchase has compliance requirements such as certifications, funding restrictions, or nonprofit procurement notes, choose an RFQ that has dedicated sections for those details rather than squeezing them into a generic notes box.
- Buyer-side or supplier-side Pick an issuer RFQ for collecting bids, or a response pricing sheet for submitting your quote.
- Goods or services Use line-item tables for products, and narrative sections for service scope, timeline, and deliverables.
- Single quote review or multi-vendor evaluation Use a comparison layout when you plan to review several bids at once.
- Detail level Simple RFQs fit small purchases, while manufacturing and nonprofit RFQs suit specs, conditions, and compliance needs.
- Where you need calculations Spreadsheets fit totals, tax, shipping, and discounts, while document formats fit narrative terms and sign-off.
Request for Quote vs Request for Proposal vs Request for Information
These three documents sit at different points in a purchasing process. An RFQ is used when you already know what you want and you need pricing and delivery terms on a defined list of goods or services. An RFP is used when you know the goal but you want vendors to propose how they would deliver it, including approach, staffing, timeline, and pricing. An RFI is used earlier, when you are still learning what options exist in the market and you want vendors to share capabilities, typical pricing ranges, and common approaches before you finalize requirements.
| Type | Primary purpose | Best fit when | What you request from vendors | Typical result |
|---|---|---|---|---|
| RFQ | Comparable pricing for a defined requirement | Specs and scope are already set | Unit prices, totals, lead times, payment terms, taxes and shipping assumptions | Straight comparison on cost and terms |
| RFP | Competing solutions to meet a goal | Scope needs vendor input or multiple valid approaches exist | Technical approach, project plan, deliverables, risk notes, pricing, qualifications | Scored evaluation across quality and cost |
| RFI | Market research and early discovery | You need to learn what is possible before writing final specs | Capabilities, experience, rough ranges, implementation considerations, questions back to you | Better requirements for a later RFQ or RFP |
- RFQ: Use it for line-item buying where each bidder prices the same list so totals stay comparable. It fits procurement of materials, equipment, parts, and repeatable services with defined units.
- RFP: Use it when the selection depends on more than price, such as methodology, service levels, staffing, implementation plan, and ongoing support. Evaluation usually uses scoring criteria and weighted categories.
- RFI: Use it when you want informed input before committing to a scope. It is common for new categories, new systems, and first-time vendor searches.
- Common mix-ups: Teams sometimes call everything an RFQ even when the requirement is not defined yet. If you expect vendors to design the solution, that is an RFP. If you are still learning the category, that is an RFI.
- How they connect: Many processes start with an RFI, move to an RFP to compare approaches, then finish with an RFQ for final pricing on the selected scope, especially when pricing needs a clean line-item format.
When an RFQ Makes the Most Sense
An RFQ makes sense when your requirements are already defined and you want vendors to price against the same list. It works best when you can describe what you need using clear specifications, quantities, units, and a few key terms such as delivery date, quote validity period, shipping expectations, taxes, and payment terms. In this setup, suppliers are not guessing what you mean, and you are not trying to compare quotes that are based on different assumptions.
RFQs are especially useful for standardized or repeatable purchases. This includes raw materials, packaging, replacement parts, office supplies, equipment, routine maintenance work with clearly defined tasks, and contract manufacturing where you can document requirements like measurements, tolerances, packaging, and delivery schedule. An RFQ also fits situations where you need multiple written quotes for internal approvals, vendor onboarding, grant-funded purchasing, or nonprofit procurement records, since it creates a clear paper trail of what was requested and what each supplier submitted.
An RFQ is usually not the right fit when the scope still needs vendor input, when multiple solution approaches are possible, or when the decision depends heavily on methodology, staffing, or service design. In those cases, an RFP is often a better match because it invites vendors to propose their approach along with pricing. If you are still learning the category and cannot write requirements yet, start with an RFI to gather market information, then use what you learn to draft a focused RFQ with defined line items and terms.
How to Write an RFQ That Vendors Can Price Accurately
Vendors can only price what they understand. A strong RFQ reduces guesswork by describing the request in plain language, listing exactly what must be priced, and stating the terms that affect total cost. The goal is simple. Every vendor should base their quote on the same scope and the same assumptions.
Start With a Short Summary of the Purchase
Open with a brief overview that tells the vendor what you are buying, where it will be delivered or performed, and the time window you are working within. This summary is not a sales pitch. It is a quick orientation so vendors know if the request fits what they supply.
Include details that change the quote in practical ways, such as delivery location, access restrictions, installation needs, or required service hours. If the purchase is recurring, state the frequency and expected contract term so vendors price the full requirement rather than a single occurrence.
Define the Scope So Vendors Are Pricing the Same Thing
Write the scope in plain language first, then add the details that remove ambiguity. For product buys, list each item, the required specifications, and the quantity. For services, describe the tasks, service frequency, expected response time, and what counts as out of scope.
If you already know there are optional items, separate them from the base request. Vendors should be able to price the base requirement without mixing optional add-ons into the total. This makes your comparisons cleaner and avoids confusion during approval.
Use Line Items and Clear Specifications
A line-item table is the easiest way to standardize vendor responses. Keep each line item specific enough that two vendors would read it the same way. If you have a part number, include it. If quality level matters, state the grade, model, or standard you expect. If substitutions are acceptable, say so and require the vendor to list the substitute clearly.
For manufacturing or supply chain purchases, include measurements, tolerances where relevant, packaging expectations, labeling requirements, and any required certifications. These details often change price, lead time, and shipping method.
Tell Vendors What To Include in the Quote
Spell out what you want returned, so you do not have to chase missing details later. Ask for unit pricing and extended totals, lead time, delivery schedule, and quote validity period. Request a breakdown of taxes, shipping or delivery fees, and any additional charges that could affect the final total.
For service quotes, ask vendors to state the service window, staffing assumptions if relevant, and any exclusions. For product quotes, ask for minimum order quantity, warranty terms, return policy, and how backorders are handled.
State Submission Instructions and Deadlines
Vendors respond faster when the process is simple. Provide a due date and time, where the quote should be sent, and who should receive it. If you will accept questions, state a deadline for questions and how answers will be shared. If a site visit is required, list the available dates for walkthroughs and explain how vendors can schedule them.
If you want a specific format, say so. For example, you may want the vendor to fill out your spreadsheet response template, reply using the pricing table in your document, or attach a formal quotation on their letterhead.
Explain How You Will Evaluate Quotes
Price matters, but it is rarely the only factor. Tell vendors what you will weigh so they know what to emphasize. Common evaluation factors include total cost, lead time, compliance with specifications, warranty, service response time, and documented experience with similar work.
If you plan to award based on best value rather than lowest price, say that directly. Vendors can then submit a quote that reflects the actual requirement instead of stripping quality to reach the lowest number.
Include Terms That Prevent Surprise Costs
Many pricing issues come from assumptions that were never written down. Include the terms that commonly change the total, such as payment schedule, deposit requirements, delivery terms, taxes, and cancellation conditions. If you require insurance, background checks, safety practices, or specific documentation, list those requirements in the RFQ so vendors price the compliance work correctly.
Pro tip
Tip If you want quotes that are easy to compare, require vendors to list any exceptions, substitutions, or deviations in a separate notes section. This keeps your pricing table clean and prevents hidden changes to your scope.
Common RFQ Mistakes That Waste Time
RFQ problems usually show up after the quotes arrive. You may get numbers that cannot be compared, gaps that trigger follow-up emails, or totals that look low until extra charges appear. Most of these issues come from unclear requirements, missing terms, or an RFQ that asks vendors to make assumptions you never meant them to make.
Writing a scope that vendors interpret differently
If the scope is vague, each vendor fills in the blanks in their own way. One supplier may include delivery and setup while another excludes it. One contractor may assume basic materials while another prices a higher grade. Fix this by listing what must be included, what must be excluded, and which items are optional add-ons that should be priced separately.
Leaving out the details that change total cost
Vendors often need location, delivery window, packaging requirements, access restrictions, service hours, or installation requirements before they can quote accurately. If these are missing, you may receive a quote that is technically correct but priced for a different scenario. Add the details that affect shipping fees, labor time, equipment needs, and scheduling.
Failing to ask for the terms you plan to compare
If you do not ask for quote validity, lead time, payment terms, taxes, shipping fees, warranty coverage, and exclusions, vendors may omit them or describe them in inconsistent ways. That creates a second round of questions and delays approvals. A simple fix is to list the exact fields you want in the quote, then require vendors to state exceptions in a dedicated notes area.
Mixing optional items into the base request
Optional upgrades are common, but they often blur the comparison. If one vendor includes an optional add-on and another does not, the totals no longer match the same scope. Keep the base requirement separate and ask vendors to price options in a separate section so you can compare base totals first and add options only if needed.
Using unclear deadlines and submission instructions
Vendors respond faster when they know what to submit and where to send it. If the due date is unclear, or the method is not specified, you may receive late responses, incomplete files, or quotes that are sent to the wrong person. State the deadline with date and time, the submission email or portal, and the document format you want vendors to use.
Forgetting to plan for clarifications
Even well-written RFQs can generate questions. If you do not define how questions should be handled, vendors may contact different people, receive inconsistent answers, or build assumptions into pricing. Set a question deadline, name a single point of contact, and share clarifications in the same way with every vendor so no bidder has an information advantage.
Important
If you select a vendor based only on the lowest total without checking assumptions and exclusions, the project often shifts into change orders, delays, or unexpected fees. Reviewing scope alignment first saves time and reduces cost disputes later.
FAQs
A request for quote is a document or message you send to vendors asking them to provide pricing for a defined list of goods or services. It standardizes what you are requesting so you can compare vendor responses based on price plus terms such as lead time, taxes, shipping, payment terms, and warranty coverage.
Use an RFQ when you can define the requirement clearly and you want vendors to price the same scope. Use an RFP when the scope needs vendor input, when multiple solution approaches are possible, or when the decision depends heavily on methodology, staffing, service design, or implementation planning.
Include a short summary of what you are buying, clear specifications or service expectations, quantities, delivery or performance location, and key dates such as the question deadline and quote due date. Also include the terms that affect total cost, such as quote validity, taxes, shipping or delivery fees, payment terms, warranty requirements, and any required certifications.
Compare quotes against the same scope and check whether each vendor priced all required line items. Review lead time, taxes, shipping fees, payment terms, warranty coverage, and exclusions before judging the total. If a vendor proposes substitutions or exceptions, record them separately so the price comparison stays clean.
Yes. For smaller purchases or repeat ordering, an RFQ email works well if it includes all quote requirements and a clear due date. For larger purchases, many teams attach a formal RFQ document or spreadsheet so suppliers respond in a standardized format.
A good template forces consistency. It collects the same line items, units, quantities, and pricing fields from every vendor, then prompts vendors to state lead time, quote validity, taxes, shipping, and exclusions so you are not comparing incomplete totals.
Use Word or Google Docs when your RFQ needs more written detail, such as scope notes, technical requirements, compliance requirements, or sign-off fields. Use Excel or Google Sheets when you want calculations for totals, tax, shipping, discounts, or when the RFQ is mostly line-item pricing.
Yes. An RFQ email template fits small purchases, repeat ordering, or early vendor outreach. It works best when you include the exact quantity, delivery location, deadline, and the fields you want back such as unit price, total, lead time, and payment terms.