How to write an RFQ that comes back as a price, not a question
Most first enquiries are missing the three fields the supplier needs to quote, so the reply is another email. Here is the whole list, in the order that matters.
At a glance
Specification at a glance
| Field | What to write | Why the supplier needs it |
|---|---|---|
| 1. Structure | Grades per layer, in order, inside to outside | Decides the material cost and the bond route |
| 2. Per-layer thickness | Each layer, or the total plus the face gauges | Moves both cost and heat behaviour |
| 3. Form | Disc, blank, cut sheet, full sheet or strip | Decides blanking, packing and scrap |
| 4. Dimensions and tolerance | Diameter or size, plus the tolerance on the fed part | The tolerance is the product, not an extra |
| 5. Surface | Plain, embossed or etched, and which face | Decides the process and the sample |
| 6. Quantity | Monthly and annual, with the first order separately | Sets the cutting route and the price band |
| 7. Destination | Country, port, and the Incoterm you want | Decides freight and documents |
| Plus | A drawing, if a drawing exists | Removes every ambiguity in one file |
Why the first email decides the price
A supplier quoting without the structure is guessing, and a guess is priced high to protect the supplier. Buyers then compare three high guesses and conclude the market is expensive. The same material, specified properly, is often materially cheaper, because the supplier can price the actual route rather than the worst case.
The structure line does most of the work
Write it inside to outside: cooking face, core, base. "304 0.5 / 1050 2.0 / 430 0.4" is a complete sentence to a clad mill and an incomplete one to everyone else. If you do not know the split, send the total gauge and the application and ask for a proposal, but say that is what you are doing.
Tolerance is where quotes diverge
Two suppliers quoting the same structure can differ by a third on price because one assumed a general tolerance and the other assumed a tight one. Write the tolerance you actually need on the part you feed the press: thickness tolerance, diameter tolerance, flatness limit, and whether the diameter is pre-press or finished.
Volume, honestly stated
Monthly volume, annual volume and the first order are three different numbers, and the first order is the one that decides whether the supplier can be bothered. A trial of 200 discs followed by 20 tonnes a year is a different enquiry from 20 tonnes a year starting with a container, and saying so gets a faster answer.
What to expect back
A proper quotation states: the structure it is based on, the tolerances, the surface, the packing, the documents, the Incoterm and the port, the lead time, the payment terms, and the validity. If any of those is missing, the quote is a starting point rather than a price, and the gap will surface later as a change.
Questions
Common questions
What if I do not know the structure I need?
Say so, and give the pan, the hob type, the target weight and the price position. A supplier who makes the material can propose a structure; that proposal is the useful part of the first reply.
Do I need a drawing?
For a disc or a blank, yes if you have one. For sheet, a size and tolerance is enough. A drawing removes more ambiguity than any paragraph.
How long should a quotation take?
A complete enquiry on a standard structure can be quoted quickly. An enquiry that needs a new structure or a new tooling is a different exercise and should be described as such by the supplier.
Should I ask for prices in USD or EUR?
State the currency you buy in. It changes the Incoterm discussion and sometimes the material route, so it belongs in the enquiry.
Can I get a sample while the quote is being prepared?
Yes, and it is usually the fastest way to settle the structure. Send the drawing with the sample request so both answer the same question.