A useful request for quotation identifies the exact item, acceptable alternatives, quantity, timing, destination, and evidence required. If one of those points is unknown, mark it as open instead of allowing suppliers to assume.
1. Identify the component precisely
- Manufacturer part number, copied exactly from the approved BOM or drawing.
- Manufacturer name and, if relevant, the approved manufacturer list reference.
- Whether alternates are prohibited, pre-approved, or may be proposed for engineering review.
- Revision, programming, firmware, temperature grade, tolerance, package, and qualification level where applicable.
- A datasheet or drawing revision when the order depends on a particular specification.
2. Define quantity and delivery
- Requested quantity and acceptable order split or minimum order quantity.
- Required delivery date, ship-to country, and whether partial shipments are useful.
- Target price and currency, if a target exists.
- Packaging requirement: reel, tray, tube, cut tape, factory-sealed pack, or another format.
- Whether date code, lot consolidation, shelf-life, or moisture-sensitivity limits apply.
3. State the quality and traceability evidence
Evidence should be agreed before ordering. Depending on risk, ask for the supplier identity, source route, certificate of conformance, lot or date-code information, label photographs, test reports, and a clear returns process. Do not use “original” as a substitute for a defined evidence package.
NASA’s EEE parts standard overview describes parts management as covering selection, acquisition, traceability, testing, handling, storage, and application. That is a useful reminder that the RFQ is only one part of the control process. See the NASA overview of EEE-INST-002 ↗.
4. Copy-ready RFQ format
Manufacturer: [name]
Part number: [exact MPN]
Quantity: [quantity and acceptable split]
Required date / destination: [date, city, country]
Alternates: [not allowed / approved list / propose for review]
Packaging: [reel, tray, tube, cut tape, other]
Date or lot limits: [requirement or none]
Traceability documents: [required evidence]
Compliance: [RoHS/REACH or project-specific requirement]
Quote validity and terms: [requested currency, Incoterm, payment term]
5. Compare quotes on the same basis
Normalize manufacturer, MPN, quantity, unit price, currency, packaging, lead time, quote validity, freight basis, source description, and evidence offered. A lower unit price is not directly comparable when the delivery commitment, traceability package, or commercial terms differ.