A professional RFQ response wins orders before the buyer even speaks to you. These templates are structured to show competence, provide clarity, and move the buyer to decision.
The 30-minute rule: Buyers who send drawings to 3 suppliers give the order to whoever responds professionally and first. These templates let you respond to any RFQ in under 5 minutes.
Standard RFQ Response
Subject: Quote for [Part Name] — [Your Company Name]
Dear [Buyer Name],
Thank you for sending the drawing for [Part Name / Description]. We have reviewed the specifications and are pleased to submit our quotation.
QUOTATION DETAILS
─────────────────────────────────────
Part Name : [Part Name]
Drawing Ref : [Drawing Number]
Material : [Grade / Specification]
Quantity : [Qty] pieces
Unit Price : ₹[X] per piece
Total Value : ₹[X]
Lead Time : [X] working days from order confirmation
Validity : 30 days from date of quotation
─────────────────────────────────────
INCLUDED IN PRICE
✓ Material as per drawing specification
✓ Dimensional inspection report
✓ Material test certificate (if required)
[✓ Surface treatment: [specify] ]
[✓ Packing: standard export packing]
PAYMENT TERMS
[50% advance against order confirmation / Net 30 days / As agreed]
CERTIFICATIONS
We hold [ISO 9001:2015 / IATF 16949 / BIS / other] certification. Certificate available on request.
Please confirm your purchase order to proceed. We can begin production within 24 hours of advance receipt.
For any queries, please contact: [Your Phone / WhatsApp]
Regards,
[Your Name]
[Company Name]
[City, State]
[Phone / WhatsApp]
[Website]
💡 Replace all [brackets] with your specifics. The structure shows competence — specification, price, timeline, payment, certification — all in one place.
RFQ Response with Two Options
Subject: Quote for [Part Name] — 2 Options | [Your Company Name]
Dear [Buyer Name],
Thank you for the enquiry for [Part Name]. We have reviewed your drawing and are pleased to offer two options for your consideration:
OPTION A — STANDARD DELIVERY
Material : [Grade]
Quantity : [Qty] pieces
Unit Price : ₹[X]
Lead Time : [X] working days
Includes : Inspection report, material certificate
OPTION B — EXPRESS DELIVERY
Material : [Same Grade]
Quantity : [Qty] pieces
Unit Price : ₹[X + premium]
Lead Time : [X-3] working days
Includes : Priority scheduling, inspection report, material certificate
PAYMENT : 50% advance, balance before dispatch
VALIDITY : 30 days
Both options meet all drawing specifications. Option B is recommended if you have an urgent project deadline.
Please let us know which option suits your requirement and we will send a formal purchase order confirmation.
[Your Name] | [Company] | [Phone]
💡 Two-option quoting shifts the buyer from "yes/no" to "which one" — significantly improving conversion. Only offer the premium option if you can genuinely deliver.
Technical Clarification Request
Subject: Clarification Required — [Part Name] Drawing
Dear [Buyer Name],
Thank you for sending the drawing for [Part Name]. We are reviewing the specifications and require clarification on the following points before we can submit an accurate quotation:
1. [Question 1 — e.g., "Tolerance on bore diameter: drawing shows ±0.05mm. Is this acceptable, or is a tighter tolerance required?"]
2. [Question 2 — e.g., "Surface finish requirement: Ra 1.6 or Ra 3.2?"]
3. [Question 3 — e.g., "Material certificate requirement: mill certificate only, or do you require third-party test report?"]
These clarifications will typically take 10 minutes to address and will allow us to give you an accurate price without re-quotation later.
We will submit our complete quotation within [X] hours of receiving your response.
Regards,
[Your Name] | [Company] | [Phone]
💡 Asking specific technical questions positions you as a competent manufacturer, not one who is confused. It also prevents costly rework from ambiguous specifications.
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