How to write a construction materials RFQ
Write a materials RFQ that suppliers can answer precisely: specification, quantity, delivery terms, documents required, and how quotes will be judged. Includes a copyable builder.
A materials RFQ should let any supplier answer the same question, so that the answers can be compared. State the exact material, the quantity, where and when it must arrive, which documents must accompany the quote, and how the quotes will be judged. Vague RFQs return vague quotes.
What an RFQ must contain
- Identification: project, delivery location, contact, response deadline.
- Specification: product, grade, size, finish or coating, and the standard or test method referenced. Do not write "equivalent" without defining the test.
- Quantity: from your takeoff, with waste allowance shown separately.
- Delivery: required date, delivery terms, unloading responsibility.
- Documents: datasheets, test reports and certificates to be provided.
- Commercial: currency, validity, payment terms, warranty.
Build yours here
The tool below assembles the fields into text you can paste into an email. Replace the placeholders with your own project data.
How to ask for price
Request unit price, extended price and each extra (packaging, freight, insurance, handling) on separate lines, so a landed comparison is possible. See delivered cost vs factory price.
Say how you will judge
Tell suppliers the criteria: price, lead time, compliance with specification, documents, references. This reduces noise and discourages offers that ignore the specification. The quotation comparison guide offers a scoring grid.
Substitutions and alternates
If you accept alternates, require them priced as a separate option with datasheets, and decide who approves them. See recording substitutions. Approval of a substitute for structural or code-sensitive items belongs to the engineer of record and the local authority.
Common mistakes
- Sending drawings without a quantity list, so each supplier measures differently.
- Leaving delivery terms open.
- Omitting the documents you will later need for submittals.
- Giving different information to different bidders.
If you issue the RFQ to Digital Oro International or any supplier, the same rules apply; see the project inquiry checklist for a project-level version.
Questions people ask
What is an RFQ?
A request for quotation: a document asking suppliers to price a defined list of materials on defined terms.
How is an RFQ different from an RFP?
An RFQ prices a defined item; an RFP asks suppliers to propose a solution as well as a price.
How many suppliers should receive it?
Enough to compare, commonly three or more, but only suppliers you would actually be willing to buy from.
Should the RFQ state my budget?
Usually not; ask for their price on your specification.
Sources and further reading
Have a project outline or drawings?
Organize your scope, then contact Digital Oro through its official channel. Availability, engineering, pricing and delivery terms need project-specific confirmation.
Explore Digital Oro →Digital Oro International advertises on The Company Chronicle. This guide was written by our editorial team from public sources and general professional practice; it does not describe a guarantee, quote or offer from Digital Oro International. Confirm current terms, prices and availability with the operator before you decide.