Why the first RFQ matters
Most quote delays are not caused by supplier lead times — they are caused by clarification. A request that says “gloves, 200” forces the supplier to ask about size, material, grade, packaging, and delivery before they can price anything. Each round trip can cost a day. The eight items below remove those questions up front, whether you are sending a formal solicitation or an informal request for a spot buy.
1. Describe each item precisely
Give the manufacturer and part number when you have one, plus a plain-language description as a cross-check. If the item is generic, describe it the way a catalog would: type, size, material, rating, color, and any markings that matter.
- Good: “Nitrile exam gloves, powder-free, 4 mil, blue, size L, ASTM D6319, 100/box, 10 boxes/case.”
- Good: “Gate valve, 4 in., Class 150, flanged, cast steel body, API 600, trim 8.”
- Weak: “Gloves, large” or “4-inch valves.”
2. State quantities in the unit you want to buy
Say whether the quantity is each, box, case, pallet, foot, or gallon — and how many units are in a pack when that matters. “200 cases (10 boxes per case)” and “200 boxes” are very different orders. If the quantity is an estimate or an annual usage figure for a term contract, say so, and note any minimum or maximum release quantities.
3. Spell out specifications and approved equals
List the standards the product must meet (for example ANSI, ASTM, NSF, UL, NIOSH, or a manufacturer specification) and any submittal documents you require — data sheets, certificates of conformance, safety data sheets, or country-of-origin statements.
Then say how substitutions will be handled. “Brand name or approved equal — equals must be identified separately with manufacturer, part number, and data sheet” lets the supplier offer options without guessing whether you will accept them. If only the specified brand is acceptable, say “no substitutions.”
4. Name the delivery location and receiving constraints
Provide the street address of the receiving point (not just the billing address), the receiving hours, and anything the carrier needs to know: dock or no dock, liftgate required, inside delivery, appointment required, or a job-site contact. Freight cost and transit time depend on these details, so they belong in the request, not in a phone call after the quote.
5. Give two dates: when quotes are due and when you need the goods
The quote deadline tells the supplier how much time they have to confirm stock and freight. The needed-by date tells them whether standard lead time will work or whether expedited options should be priced. When the needed-by date is firm — a project milestone, a fiscal-year deadline, an inspection — say so, and ask for the supplier’s realistic ship date rather than a generic “2–3 weeks.”
6. Attach the documents you already have
A solicitation, bid tabulation, drawing, photo of the existing part, or a previous purchase order removes ambiguity faster than any description. Reference the attachment in the request (“see attached line-item list, 14 lines”) so nothing is missed.
7. State commercial terms and any buyer requirements
- Payment terms you expect (for example Net 30 on purchase order) and how the order will be issued.
- Tax status — attach or reference your tax-exemption certificate if you are a government or exempt entity.
- Insurance, vendor registration, or invoicing requirements the supplier must meet before award.
- Whether pricing should be FOB destination (freight included) or shown separately.
8. Provide a reference number and a real point of contact
Include your solicitation, requisition, or project number so it appears on the quote, the order, and the invoice. Name the person who can answer technical questions and the person who will issue the purchase order, if they differ, with phone and email.
The one-page checklist
- Item description with manufacturer and part number (or a catalog-style description)
- Quantity with unit of measure and pack size
- Required standards, submittals, and the approved-equal rule
- Delivery street address, receiving hours, and dock/liftgate/appointment notes
- Quote due date and needed-by date
- Attachments referenced by name
- Payment terms, tax status, vendor requirements, freight basis
- Your reference number and points of contact
How Patrick Global uses this information
When your request arrives through our RFQ form it receives an RFQ number that follows it through supplier sourcing, quote comparison, purchase order, delivery, and invoice. We quote to the specification you give, present any proposed equivalent separately for your approval, and coordinate delivery to the address on your request. If a detail is missing, we ask once — with a specific question — rather than guessing.
Ready to send a requirement?
Use the RFQ form to attach your list or solicitation — a procurement specialist responds within one business day.
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