RFQ Cover Letter:

A RFQ cover letter or request for quote cover letter can take on many appearances. It can be anything from a simple hand written fax cover page to a formal business letter style template. A RFQ cover letter is also known as an invitation to quote letter and like the RFQ cover letter, it is used to connect the buyer and supplier. It usually requests price and delivery for a product or service requirement. For a sample Request for Qualification cover letter go to bottom of this post.

Your cover letter should include an issue date, buyers complete business address, subject – RFQ for ____, your offer (quote on supplying, etc), an acknowledge by date, reference to an instructions page, possibly a reference number, may include some background details, where, when and to whom the response must be addressed to and finally, close it with your signature and title. The following is

RFQ Sample – Public Purchasing

February 12, 2010

by Mark Bell All Templates RFQ - Request for Quotation

Public Purchasing:

If you are looking for a detailed RFQ – Request for Quote for the purchase of a piece of mobile equipment and you are in the public purchasing field, this sample RFQ template will expedite the tendering process. This one specifically addresses the acquisition of mobile equipment (Road Grader) but can be used for any major piece of equipment by adding your own equipment specifications, sometimes you can download these specification online directly from the manufacturer.

RFQ67 – Mobile Equipment template is 24 pages and includes a layout you can use to add detailed equipment specifications. Here is a quick look at a few pages of this template.

RFQ67 template is available in our premium pack offer.

Request for Quote – Standard

March 27, 2009

by Mark Bell All Templates RFQ - Request for Quotation

Standard RFQ:

How to Issue a Basic Request for Quotation (RFQ) for Operational Purchases

When your purchasing department needs to buy operational items—such as office supplies, maintenance materials, or everyday business essentials—a Request for Quotation (RFQ) is one of the simplest and most effective tools to ensure you achieve competitive pricing and that you are clear in communicating to your vendors.

What Is an RFQ?

A Request for Quotation is a formal document sent to potential suppliers asking for price quotes on specific goods or services. Unlike a Request for Proposal (RFP), which often involves complex solutions and detailed evaluations, an RFQ is straightforward: it focuses on pricing, delivery terms, and basic specifications.

Why Use an RFQ?

Transparency: Vendors know exactly what you need and can quote accurately.
Cost Control: Competitive bidding helps you secure the best price.
Efficiency: A standardized process saves time and reduces errors.

Key Elements of a Basic RFQ

Company Information – Include your business name, address, and contact details.
Item Description – Clearly list the products or services required, including quantities and specifications.
Delivery Requirements – State timelines and shipping instructions.
Terms and Conditions – Outline payment terms, warranty requirements, and compliance standards.
Response Deadline – Give vendors a clear date and time for submission.

Choosing the Right RFQ Template

Not all RFQs need the same level of detail. Valuation and risk to the bidder determine the complexity of the RFQ document you issue.

For example:

If you’re procuring stationery or photocopy paper, a standard RFQ like our Template #RFQ37 will likely suffice.
If you’re purchasing something high-value and high-risk—such as an oil-filled electrical transformer—you’ll need a more detailed RFQ to ensure all technical and legal bases are covered.

So, the lower the risk and dollar value, the less complex the document should be. If you’re unsure, it’s always wise to have legal counsel review your RFQ before issuing it.

👉Click Here to sneak a preview of this three page document

Sample RFQ Template

To make the process easier, we’ve created Template #RFQ37, a professional Word template designed for publishing a standard or simple RFQ. It’s included in both our Purchasing Manager Bundle and Mega Bundle, so you can issue RFQs quickly and confidently.