RFQ · RFQ automation
How to create an RFQ: structure, content and common mistakes
An RFQ is a specification with a question attached. If every supplier receives the same specification and is asked for the same fields, the quotations can be compared. Most RFQ problems are precision problems.
Published 2026-09-13. Written and reviewed by the Complyra team under our editorial policy.
Sections every RFQ needs
- Product and specification: name, description, materials, dimensions, standards it must meet.
- Quantity and unit, and whether split deliveries are acceptable.
- Quality requirements: tolerances, inspection and acceptance criteria.
- Compliance requirements: the regulations that apply and the documents to attach with the quotation.
- Delivery: location, required date, Incoterm.
- Commercial terms: currency, payment terms, validity period required, target price if you disclose it.
- Supplier requirements: certifications, registration, sample availability.
- Response instructions: deadline, format, contact, and how questions will be handled.
Write the compliance section properly
Name the regulations and the documents, not "must be compliant". A supplier can attach a RoHS declaration of conformity and XRF test reports; it cannot attach "compliance".
Common mistakes
- Omitting the delivery basis, so unit prices are not comparable.
- Asking for price only and discovering lead time or MOQ later.
- Different wording per supplier, which produces different quotations.
- No deadline, or no reminder before it.
- Accepting quotations without the requested documents.
Generating an RFQ
The free RFQ template generator on this site builds the structure above from your inputs, including the document list for regulations you select from Complyra's dataset. Inside Complyra, the RFQ is generated from the parsed requirement and the compliance check and sent to verified suppliers, who respond with structured quotations.
Frequently asked questions
Should I include a target price?
It speeds up qualification of quotations but anchors the response. Include it when you know the market; omit it when you are discovering it.
How long should suppliers get to respond?
Long enough to obtain documents and confirm capacity. One to two weeks is common for standard goods.
Next step
Complyra checks product and supplier information against regulatory requirements to support procurement decisions. It does not issue certifications or guarantee legal compliance; final responsibility for compliance remains with the buyer and supplier.