Request for quotation letter

Ask suppliers to quote on the same terms, so you can compare like with like.

Ask three suppliers the same clear question and you get three quotes you can actually compare. This letter sets out what you need, where, by when, and what each quote must include.

Why use it

Every supplier quotes against the same list, so comparing prices is fair and quick.
Asking for payment terms, lead time and validity up front avoids surprises after you order.
It states clearly that a request is not an order, so you are free to choose.

How it works

Add your business details and the supplier you are writing to.
List the items or services, the quantities and the delivery location.
Set a deadline for quotes and, if you like, a date you need delivery by.
Download or copy it, and send the same letter to each supplier.

Good to know

RFQ stands for request for quotation. You will also see RFP (request for proposal), used when you want suppliers to suggest how to solve a problem, not just price a fixed list.
Ask at least three suppliers if you can. Many organisations make three quotes a standard rule for purchases above a set amount.
Send exactly the same letter to every supplier. If one gets extra information, tell the others too, so the comparison stays fair.

Questions

Is a request for quotation a commitment to buy?

No. The letter says clearly that it is not an order and that you will consider all quotes received by the deadline.

What should a supplier's quote include?

The letter asks for unit and total prices with taxes shown separately, payment terms, delivery or lead time, how long the quote is valid, and any extra charges.

How long should I give suppliers to reply?

For simple goods, a few days to a week is common. For complex work, allow longer so suppliers can price it properly.

Does this tool keep my purchasing details?

Only on your own device, so your business details are ready next time. Nothing you type, including what you are buying, is sent to us.

Please note

Provided free, as is, for general use. It is not legal, procurement or financial advice. Public bodies and larger organisations often have formal procurement rules that this letter does not cover, so check yours. Any contract with a supplier is formed by your order and the terms you agree, not by this request. You are responsible for the content of the letter and for checking suppliers and quotes before you buy. Do not use this to create false or misleading documents.