Request for Quotation (RFQ) Template
Send suppliers a structured quotation request for goods or services and collect pricing, discounts, tax, lead time, delivery terms and other commercial information.
What is a Request for Quotation?
A Request for Quotation, commonly called an RFQ, is a document sent to potential suppliers asking them to provide pricing and commercial terms for specified goods or services.
Standardize Requests
Send suppliers the same quantities, specifications and commercial requirements.
Collect Pricing
Request unit prices, discounts, tax and total quotation values.
Compare Terms
Collect lead time, payment, delivery, warranty and quotation-validity information.
Document Sourcing
Maintain a structured record of supplier quotation requests during procurement.
Complete supplier quotation information
The RFQ template combines the buyer's requirements with the supplier's pricing and commercial response.
Buyer Details
Record RFQ number, buyer contact, quotation deadline and delivery requirements.
Supplier Details
Capture supplier name, contact information and supplier quotation reference.
Specifications
Clearly define item or service descriptions, specifications, UOM and required quantities.
Supplier Pricing
Collect unit prices, discounts, tax and quoted line totals.
Commercial Terms
Record lead time, payment terms, delivery terms and quotation validity.
Supplier Authorization
Provide space for supplier representative, signature, date and company confirmation.
Buyer requirements + supplier response
The template separates the information prepared by the buyer from the commercial information completed by the supplier.
Buyer Completes
RFQ number, deadline, item descriptions, specifications, quantities and delivery requirements.
Define the RequirementSupplier Completes
Pricing, discounts, tax, lead time, commercial terms and quotation details.
Submit the QuotationAutomatic supplier quotation calculations
The Excel version calculates quotation values from the pricing information entered by the supplier.
Base Line Value
Requested Quantity × Supplier Unit Price
Discount
Applies the supplier's entered discount percentage to the line value.
Tax / VAT
Calculates the entered tax percentage after the applicable discount.
Grand Quoted Total
Combines quoted item values, freight, other charges and additional discounts.
Collect more than just the price
A useful quotation should provide enough commercial information to evaluate whether the supplier can meet the requirement.
Unit Price • Discount • Tax / VAT • Lead Time
Brand / Model • Country of Origin • Compliance • Warranty
Payment Terms • Delivery Terms • Quotation Validity • Freight
From requirement to supplier quotation
Use the RFQ after identifying and approving a purchasing requirement.
Define items, quantities and specifications.
Send the RFQ to suitable potential suppliers.
Suppliers complete pricing and commercial terms.
Evaluate returned quotations on a consistent basis.
Select the supplier before issuing the Purchase Order.
From purchase request to supplier order
Use the RFQ together with the other DIXANI purchasing templates to create a simple procurement trail.
1. Purchase Requisition
Document and approve the internal purchasing requirement.
2. Request for Quotation
Request prices and commercial information from potential suppliers.
3. Supplier Comparison
Compare quotations before selecting the preferred supplier.
4. Purchase Order
Issue the approved order to the selected supplier.
An RFQ is not a Purchase Order
This template requests supplier pricing and commercial terms. Sending an RFQ does not by itself mean that the supplier has been awarded the purchase.
Choose your RFQ format
Use Excel for digital supplier quotations and automatic calculations or PDF for a printable RFQ.
Request for Quotation — Frequently Asked Questions
What does RFQ mean?
RFQ means Request for Quotation. It is used to request prices and commercial terms from potential suppliers for specified goods or services.
When should I use an RFQ?
An RFQ is useful when the required goods or services can be clearly specified and you want suppliers to provide comparable pricing and commercial terms.
Is an RFQ the same as a Purchase Order?
No. An RFQ requests supplier quotations. A Purchase Order is issued later to formally document an approved order with the selected supplier.
Does the Excel RFQ calculate totals?
Yes. The workbook calculates quoted line totals using quantity, supplier unit price, discount and tax information.
Can suppliers record alternative products?
Yes. The template includes brand, model, origin, compliance and deviation fields so suppliers can clearly identify alternatives or differences.
Can I request quotations for services?
Yes. The RFQ can be used for both goods and services where the requirement can be clearly described.
Can I print and email the RFQ?
Yes. A printable PDF is included, while the Excel version can be completed digitally and returned by the supplier.