A well-written RFQ turns a buying need into quotations that can actually be compared. For industrial products, this matters because the same product label can hide meaningful differences in material, standard, pressure rating, test scope, documents and delivery terms.
The goal is not to create a perfect engineering document. The goal is to give qualified suppliers enough information to confirm what they are quoting – and to make any gaps visible early.
The minimum information every industrial RFQ needs
| RFQ field | What to include |
|---|---|
| Product | Type, description and intended use |
| Technical requirement | Size, rating, material, connection, standard and operating conditions |
| Quantity | Quantity by item, plus spare-parts requirement if relevant |
| Documents | Drawings, data sheets, certificates and inspection requirements |
| Commercial terms | Currency, Incoterm, destination and payment expectation |
| Delivery | Required date, project schedule and partial-shipment allowance |
For valves: define the service, not only the valve name
Include valve type, nominal size, DN/PN or NPS/Class system, body and trim material, seat, end connection, medium, design pressure, design temperature, operation and any actuator requirements. If the valve is tagged in a project, include the tag and attach the valve data sheet.
Example: "DN100 PN16 flanged resilient-seated butterfly valve for treated water, 5-45 C, manual gearbox, EN flange, epoxy-coated body, quantity 24." This gives the supplier a much clearer starting point than "100 mm butterfly valves."
For pumps: identify the duty point and fluid
Pump inquiries should include required flow, head, fluid, temperature, viscosity, solids content, suction conditions, material preference, seal arrangement, motor/electrical requirement and installation environment. A pump selected only by inlet and outlet size can be wrong for the actual hydraulic duty.
For pipes, fittings and flanges: specify the system basis
State the material grade, size, wall thickness or schedule, pressure designation, standard, end preparation, coating and quantity. For flanges, name the flange type, facing, pressure class or PN designation, standard and bore. Attach take-offs or isometrics for multi-item packages.
Attachments that improve quote quality
- Approved drawings or data sheets
- P&ID, line list or bill of materials
- Existing nameplate or product photos for replacements
- Inspection and test plan
- Packaging, marking and shipping instructions
Ask suppliers to answer in a structured format
Request a line-by-line response showing offered specification, deviations, unit price, tooling or sample cost, MOQ, lead time, warranty, packing, documentation and trade term. This makes technical and commercial comparison much faster.
Common RFQ mistakes
Avoid mixing metric and imperial sizes without clarification. Do not omit the medium or temperature. Do not assume "stainless steel" identifies a grade. Do not leave Incoterm or delivery destination blank. Finally, do not request a "best price" without defining whether tests, certificates and freight are included.
Turn your list into a quote-ready package
StarSprink can review your valve, pump and fitting list, identify missing details, send a structured RFQ to qualified suppliers and consolidate the responses into a comparable sourcing recommendation.
Need a quote-ready RFQ package? Browse industrial products or send StarSprink your inquiry.
FAQ
Should I state a target price in an RFQ?
You may provide a target budget when it is useful, but it should not replace the technical specification. First make sure quotations cover the same scope.
Can I request alternatives?
Yes. Ask suppliers to quote the specified option first, then list technically acceptable alternatives and clearly state every deviation.