Request For Quotation (RFQ)

User Guide: Request for Quotation (RFQ) Form

Overview

This Request for Quotation (RFQ) form is designed to help you collect price quotes from potential suppliers for goods or services your company needs. The form is user-friendly and can be filled out directly in your web browser.

How to Use the RFQ Form

1. Company Information Section

• Company Name: Enter your company's legal name
• Contact Person: Provide the full name of the person who should be contacted regarding this quotation
• Email Address: Enter a valid email address for communication
• Phone Number: Include a direct phone number with area/country code
• Address: Provide your company's complete physical address

2. Quotation Details Section

• RFQ Number: Assign a unique reference number for tracking (e.g., RFQ-2023-001)
• Date Issued: This field automatically defaults to today's date
• Quotation Due Date: Select the deadline for suppliers to submit their quotes
• Payment Terms: Specify your preferred payment terms (e.g., Net 30, 50% advance)
• Delivery Terms: Indicate delivery requirements (e.g., FOB, CIF, EXW)

3. Items Requested Table

For each item you need quoted:

• Item Description: Clearly describe the product or service
• Quantity: Enter the required amount
• Unit: Select the appropriate measurement unit from the dropdown
• Specifications: Provide technical details, quality standards, or specific requirements
• Part Number: Include manufacturer part numbers if applicable
• Delivery Date: Specify when you need the item delivered

4. Additional Information

• Additional Notes & Requirements: Include any special instructions, packaging requirements, or other pertinent information
• Terms & Conditions: Specify any legal or contractual terms that suppliers should be aware of

Form Actions

Print Form

• Click the "Print Form" button to generate a printer-friendly version
• The printed version will exclude the action buttons for a clean appearance

Clear Form

• Click "Clear Form" to reset all fields if you need to start over
• You'll be asked to confirm before the form is cleared

Tips for Effective RFQs

1. Be specific and detailed in your item descriptions to receive accurate quotes
2. Set a reasonable due date to give suppliers enough time to prepare competitive offers
3. Include all relevant technical specifications to avoid misunderstandings
4. Clearly communicate your evaluation criteria (though this may not be included in the form itself)

Technical Notes

• This form works in all modern web browsers
• No data is saved automatically - be sure to print or save your completed form
• For repeated use, you may want to save a blank copy of the form

If you have any questions about using this RFQ form, please contact your system administrator or procurement department.