A short RFQ usually produces a short price and a long list of assumptions. If you want comparable quotations, give every supplier the same project brief and require the same scope in return.
Use these 12 fields.
1. Material and grade
Name the material and, where possible, the supplier and grade. “Rubber” is not enough. “1.5 mm EPDM sheet, 70 Shore A” is a specification.
2. Thickness range
Give the minimum and maximum production thickness, not only the sample thickness. The machine and tooling should cover the range.
3. Sheet or roll size
State width, length and weight. A roll that is too heavy or wide changes the feeding and loading design.
4. Largest and smallest part
The largest part sets the table size. The smallest part tests vacuum hold-down and tool precision.
5. Drawing and file format
Attach a DXF, AI, PDF or PLT file. Confirm whether the supplier can open the file without rebuilding the geometry.
6. Required tolerance
Specify the critical dimensions and the measurement method. Ask the supplier to state the practical tolerance for the actual material.
7. Edge quality
Describe whether the edge is visible, sealed, structural or only functional. A gasket edge and a foam insert face have different requirements.
8. Daily or monthly output
Give the number of parts, sheets or metres per shift. This drives the table size, feeding method, tool count and cycle-time target.
9. Operations required
List cutting, creasing, V-grooving, punching, marking, kiss-cutting, milling or routing. A machine that does only cutting may not complete the part.
10. Electrical and destination
State the country, voltage, frequency, phase and plug. Confirm whether CE or other documentation is required.
11. Shipping and inspection
Give the destination port, preferred Incoterm and inspection requirement. Ask for packing dimensions and gross weight.
12. Support and spare parts
Ask what is included for installation, training, warranty, spare parts and technical support. Request a recommended first-order consumables list.
Copy-ready RFQ template
We need a CNC cutting machine for the following application. Please quote the complete configuration and identify every assumption.
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Material: [grade / supplier]
Thickness: [min–max]
Sheet or roll: [width × length, weight]
Largest part: [size]
Smallest part: [size]
Tolerance: [critical dimensions and measurement]
Edge requirement: [visible / sealed / structural / general]
Daily output: [parts or metres per shift]
Operations: [cut / crease / V-groove / punch / mark / kiss-cut / mill]
Drawing: [attached]
Destination: [country, port, voltage]
Inspection:
Incoterm: [FOB / CIF / other]
Support: [installation, training, warranty, spares]
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Please include the model, working area, tool list, vacuum, feeding method, software, electrical configuration, packing, lead time and price. Also state what the machine cannot do for this application.
How to compare the replies
Create a table with one column per supplier and fill the same fields. Do not compare only the total price.
Check whether each quote includes:
- the same table size
- the same tool set
- the same vacuum and feeding
- the same software
- the same electrical configuration
- the same packing and freight term
- the same warranty and spare-parts scope
- a test on the actual material
A supplier who answers the RFQ with a specific limitation is often more useful than one who says yes to everything.
Use the cutting test to turn the RFQ into evidence, or review the machine range.