How to write a supplier RFQ that gets comparable quotes
Every estimator has had it happen: you send the same material list to three suppliers and get back three quotes you can't compare. One is FOB shipping point, one excludes the lighting controls, one has copper pricing good for seven days and a gear lead time that blows your schedule. The problem usually isn't the suppliers — it's the request. A clear request for quote (RFQ) asks every supplier the same question, so the answers line up. The free template above gives you the RFQ document and a quote log to track every request out and every quote back.
What goes in a supplier RFQ
1. RFQ and project information
RFQ number, date issued, and — in bold — the quote due date and time. Set it two to three business days before your own bid is due so you have time to level quotes and chase missing ones. Include the project name, jobsite address, the drawing and spec set date, addenda through #, and who the quote goes to.
2. Delivery requirements
This is where most quote differences come from. Tell suppliers what drives their cost:
- Required on-site date and whether you need phased releases
- Where and when to deliver — gate, receiving hours, call-ahead requirement
- Truck and unloading limits — dock height, trailer length, liftgate or boom truck, who unloads
- Packaging and tagging — tag by floor and area, panel IDs on gear crates
- Submittals — product data due within X days of PO
- Storage — do you need the supplier to warehouse gear until the building is ready?
3. Specification sections
List every spec section the quote must comply with. Suppliers price what's on the RFQ — if the lighting control section isn't listed, don't expect it in the quote. Use the section numbers from your project manual.
4. Line items
Quantity, unit, a specific description, spec section, manufacturer or basis of design, and whether substitutions are allowed (or-equal, no substitutions, or submit for approval). The supplier fills in unit price, lead time, and notes; the sheet extends each line and totals the quote. The template ships with an example electrical package — panelboards, distribution, transformers, safety switches, EMT, THHN, LED troffers, and lighting controls — that you can overwrite for mechanical, plumbing, or any material buy. Need a labor side to go with the material? See our electrical labor units reference.
5. Commercial terms
| Term | Why it matters |
|---|---|
| Freight | FOB jobsite with freight allowed vs. prepay-and-add vs. FOB shipping point can swing a gear quote by thousands. |
| Sales tax | Included, excluded, or exempt. If excluded, the sheet adds tax at the rate you enter so totals compare. |
| Lead time basis | "14 weeks" means nothing until you know if it's after receipt of order or after approved submittals. |
| Quote validity | Copper wire and switchgear prices move weekly. A quote that expires before award is a number you can't hold. |
| Price escalation | Firm through delivery, or subject to a metals escalator? Ask for the index and the base. |
| Payment, returns, minimums | Net terms, restocking fees, cut and reel charges, minimum orders — small individually, real in aggregate. |
6. Supplier acknowledgement
Ask the supplier to sign, list their quote number, and confirm the addenda they included. A signed acknowledgement ends the "we didn't see addendum 3" conversation — and exceptions have a place to be written down instead of buried in a footnote.
The quote log: who did you ask, who answered?
On a busy bid day you might send a dozen RFQs across four packages. The Quote Log tab tracks each one: package, vendor, contact, date sent, quote due, follow-up date, date received, response (awaiting, received, declined, no response), days to respond, quoted amount, freight, total delivered, rank within the package, lead time, and valid-until date. The summary shows how many RFQs went out, how many came back, the response rate, and average days to respond. Overdue quotes and expired validity dates turn red so you know who to call.
Log the declines, too. A supplier who declines tells you something — the spec may be proprietary, the line may not be stocked locally, or the lead time is a problem.
Comparing quotes: total delivered, then scope
Total delivered is the right first cut — unit price alone ignores freight, cut and reel charges, and short validity. But the low total isn't the low quote if it excludes the lighting controls. Once quotes are in, level them line by line in the free Bid Leveling Matrix, which includes a supplier quote comparison sheet that finds the lowest price per line and ranks vendors on total delivered. Then add your markup — our markup vs. margin calculator keeps the two straight.
RFQ tips from the field
- Send early. A supplier with a week gives you a better number than one with a day — and gear quotes need factory time.
- Follow up two days before the due date. The log has a follow-up column for a reason.
- Send the right documents. The RFQ plus the relevant spec sections, schedules, and one-line — not the whole 900-page set.
- Ask for alternates separately. If you'll consider a substitution, ask for it as an alternate so the base quote stays comparable.
- Re-confirm commodity pricing at award. Copper and steel quotes often have short validity; re-quote before you issue the PO.
From quote to purchase order
Once you award, the quote becomes a purchase order — and that's where tracking starts to matter. Field PM turns the awarded quote into a PO against your job budget by cost code, then matches receipts and vendor invoices to it, so you know what was bought, what was delivered, and what was billed. Start a free 30-day trial — no credit card required.
Related free templates and tools
- Bid Leveling Matrix — level supplier and sub quotes on equal scope, line by line
- Scope Responsibility Matrix — who furnishes, installs, and connects each item
- Pre-Bid Site Visit Checklist — delivery limits and site access to put in your RFQ
- Estimate Recap & Bid Proposal — roll material quotes into your bid
- Submittal Log — track product data after award
- Browse all free construction templates
