We’ve gathered the most useful RFQ templates in all formats. Included in this article, you’ll find a construction RFQ template, a manufacturing RFQ template, a government agency RFQ template, an RFQ tracking template, and more.
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By Kate Eby Updated August 6, 2024
Basic RFQ Template
Use this template to request pricing information from vendors. This is a universal RFQ template suitable for any industry and includes fields for theessential elements of an RFQ, such as submittal instructions, offeror information, pricing details, and more. The Excel and Google Sheets versions also auto-calculate the total price of each line item to determine if the vendor’s price is cost-effective.
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Excel
Microsoft Word
Google Docs
Google Sheets
Freight RFQ Template
Whether you’re moving goods from warehouses to distribution centers, shipping construction equipment, or transporting medical equipment, this template provides the structure for effective logistics planning and transparent pricing. This template includes freight-specific fields, such as origin and destination locations, and load information, such as load type, equipment required, and service type.
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Excel
Microsoft Word
Google Docs
Google Sheets
Construction RFQ Template
Use this template to request pricing details from suppliers when soliciting bids for a construction project. This template provides sections to list quantities and prices for materials and equipment, along with labor hours and rates. It also includes space for entering details about the work site location, project timeline, and work requirements so that suppliers can have a comprehensive project overview.
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Excel
Microsoft Word
Adobe PDF
Google Docs
Google Sheets
Adobe PDF Basic RFQ Form
Use this universal template to request goods, services, and pricing from vendors.This template includes all the key fields for a basic RFQ, such as the buyer’s contact information, delivery terms, item numbers, a detailed list of goods or services, quantities, unit prices, and terms and conditions. The format is designed for easy completion on any device.
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Adobe PDF
Government Agency RFQ Template
This template is designed to meet the additional requirements of government-funded work, such as construction projects, educational programs, or research. It features fields for a detailed project description, legal compliance requirements, evaluation criteria, and mandatory clauses, which help ensure the project adheres to legal and ethical standards.
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Excel
Microsoft Word
Google Docs
Google Sheets
Manufacturing RFQ Template
Use this manufacturing RFQ template to compare costs from manufacturing suppliers when developing a new product, replacing a product, sourcing components, scaling capacity, or producing a prototype. The template includes all the typical elements of a manufacturing RFQ, such as fields for product dimensions, weight, material, and shipping information.
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Excel
Microsoft Word
Google Docs
Google Sheets
Supply Chain RFQ Template
This supply chain management template includes fields for entering shipping and delivery information.It also allows users to specify preferred transport methods, technical specifications, and more.
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Adobe PDF
Google Docs
Request for Price Quote Letter Sample Template
This printable template is ideal for RFQs that must be submitted by mail. It includes a cover letter and fields for delivery terms, required goods or services, unit prices, and more.
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Microsoft Word
Adobe PDF
Google Docs
RFQ Response Pricing Template
This template uses a requisition ID (REQ ID) to identify the supplier, keeping their identity anonymous during the bidder review process. The columns simplify the comparison between bidders.
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Excel
Google Sheets
IT RFQ Template
Use this template to request pricing details for software development, system implementation, and other IT projects. It has fields for listing hardware and software specs, security measures, and more.
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Excel
Google Sheets
Nonprofit RFQ Template
This template is perfect for nonprofit projects or charitable initiatives. It includes project introduction and budget sections so that vendors understand the project’s purpose and cost limitations.
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Microsoft Word
Google Docs
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Microsoft Word
Google Docs
RFQ Tracking Template
Use this template to streamline the procurement process by tracking bid information in a single preformatted document. It includes fields for invitation dates, bid amounts, deadlines, and more.
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Excel
Google Sheets
RFQ Comparison Template
This template helps you organize vendor names, prices, quantities, and totals for easy comparison. It includes columns for vendor names, prices, and quantities, and it automatically calculates total amounts.
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Excel
Google Sheets
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How to Write an RFQ
When writing an RFQ, begin by determining the project’s required goods or services. Next, research and identify potential vendors, determine the date by which you need the goods or services, and create the RFQ and supporting documents. Finally, send the RFQ and sign a contract with the winning vendor.
Read thisRFQ process guide to learn more about how to write and respond to an RFQ.
Elements Included in an RFQ
An effective RFQ should include specific elements that enable vendors to provide the necessary information for price negotiations, allowing buyers to make cost-effective procurement decisions. Always include the issuing company’s name and contact details so that vendors know who is requesting the quote.
Incorporate the following elements in your RFQ to streamline the bidding process:
- Vendor Details:Add the company name and contact details.
- RFQ Number:Enter the number for your RFQ.
- RFQ Sent Date:Include the date you sent the RFQ to vendors.
- Submission Response Deadline:Set a due date for the RFQ.
- Project Overview: Include the purpose statement, goals, objectives, and scope of work. Add any relevant background information and a timeline.
- Specifications: Add descriptions of goods or services, technical specifications, quantities, and pricing (specified per hour or per unit).
- Delivery Requirements: Include thetimeline for delivering goods or services, the shipping method, and the packaging requirements.
- Submission Instructions: Explain how a vendor should submit their quote and the required format (PDF, hard copy, etc.).
- Evaluation Criteria: Explain what factors are considered in the vendor selection process and how the vendor will be chosen.
- Terms and Conditions: Includepayment terms, shipping terms, warranties, legal requirements, and clauses.
- Vendor Qualifications:The vendor will add their experience and references.
Learnwhat you need to succeed in the RFQ process to ensure you get the best price for your project’s goods or services, as well as a vendor that meets your project needs.
Types of RFQ templates
RFQs vary based on the industry and project requirements. For example, construction RFQs often use a table format detailing building materials, equipment, and timelines, while IT RFQs use a narrative format to emphasize technical specifications and data compatibility.
Review these RFQ templates to choose the best fit for your organization’s industry and project needs.
- Basic RFQ Templates: These templates are simple and straightforward. Designed to be compatible with any industry, they cover the essential elements to procure a quote from a supplier. From submittal instructions and offeror information to pricing details and terms and conditions, these templates provide a foundational framework that can be customized for any project.
- IT RFQ Templates: Tailored for the IT industry, these templates focus on requirements, system compatibility, and security measures. They include sections for describing product specs, vendor selection criteria, compliance and regulations, and data security measures. These templates are ideal forsoftware development projects, cybersecurity projects, IT services, and system implementation.
- Manufacturing RFQ Templates:Specifically designed for manufacturing projects, these templates outline the project’s scope and objectives, and they include delivery details, a crucial section when transporting manufactured goods. These templates include columns for the products’ dimensions and weight, providing the supplier with essential details for quoting prices accurately.
- Construction RFQ Templates:These templates are specifically designed for quoting the price of materials, equipment, and labor. They not only provide pricing details but also showcase the bidder's qualifications and experience. Whether building a new structure or renovating an existing space, these templates help compare costs and ensure quality standards are met.
- Government Agency RFQ Templates: Customized for government agencies, these templates focus on pricing, requirements, compliance, transparency, and sustainability. They include sections for management reporting, government considerations and responsibilities, and compliance clauses. These templates are ideal for projects that involve public safety, parks and recreation, public housing, and public infrastructure.
- Bid RFQ Templates: When collecting RFQs, choose the bid type that best aligns with your organization's needs and project goals. An open bid allows anyone to submit proposals, and all bids are visible. A sealed bid involves opening all proposals at a specific time, with competitors unable to view them until they are opened. An invited bid is sent only to pre-selected vendors. In a reverse auction, the buyer seeks the lowest bid, and bidders can view and adjust their quotes based on competing offers.
- Service RFQ Templates:These templates help businesses make informed decisions when selecting vendors for long-term or critical business functions. They consider factors more than price, such as the vendor's experience, methodology, approach to the service, and ability to meet specific requirements. They are perfect for projects that involve ongoing work or complex services.
For more RFQ templates in specific formats, check out these collections ofMicrosoft Word RFQ templates,Excel RFQ templates, and Adobe PDF RFQ templates.
RFQ Related Templates
There are many components to the bidding and procurement process when choosing a vendor that meets your project needs and budget. Check out these related customizable RFQ templates to ensure your procurement process is streamlined and efficient.
RFP Template
Use arequest for proposal (RFP) template when you need more than pricing information from a vendor, such as creative solutions, implementation plans, and post-delivery support.
RFI Template
Use arequest for information (RFI) template to collect product or service details from suppliers, allowing you to compare and decide which one is the best fit for partnering on a project.
Vendor Assessment Template
Use avendor assessment template to determine if vendors can meet your organization’s standards and expectations.
SOW Template
Use astatement of work (SOW) template to outline project specifications including the scope, deliverables, milestones, schedule, and payment terms.
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