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How to Write an RFQ for Prototype Parts (With Template)
A manufacturing RFQ is the document that determines how quickly and accurately a supplier can quote your job. A complete, well-structured RFQ produces a fast, accurate, bindable quote. An incomplete one produces a back-and-forth clarification process that adds days and often results in pricing qualifications that make it difficult to compare bids.
This guide covers what to include in a prototype and low-volume manufacturing RFQ, the most common elements that get omitted, why they matter, and a complete checklist you can use for any submission.
Why RFQ Quality Affects Quote Quality
Suppliers price what they know. When a specification is ambiguous, they either assume a worst-case scenario and price high, or request clarification and delay the quote. When a specification is complete, they price exactly what is asked with no padding for assumptions.
The gap between a well-specified and poorly specified RFQ, in terms of quote accuracy and response time, is typically 20 to 40 percent on price and 2 to 5 days on timeline. For procurement teams working against program deadlines, the quality of the RFQ is directly linked to program speed.
The Complete RFQ Checklist
The table below covers the eight elements that should appear in every manufacturing RFQ for prototype and low-volume parts, with the correct way to specify each and the most common mistake.
| RFQ Element | What to Include | Common Mistake |
|---|---|---|
| 3D CAD file | STEP or IGES format; current revision | PDF only; no 3D geometry |
| 2D drawing | All tolerances, critical dimensions, GD&T callouts | Relying on CAD model defaults for tolerances |
| Material specification | Specific grade and color (e.g. ABS UL94-V0, black) | ‘ABS or equivalent’ : leaves material open |
| Quantity | Specific number; note if annual volume differs | ‘Approximately X’ : creates pricing uncertainty |
| Delivery requirement | Hard date or lead time in days | No date specified; allows any timeline |
| Surface finish | Standard (e.g. SPI A2) or description | Omitting finish spec; defaults to as-machined |
| Post-processing | Anodizing, powder coat, plating, thread inserts | Discovering need post-quote; triggers revision |
| Inspection requirements | FAI, PPAP, dimensional report if required | Assuming standard inspection is sufficient |
The two highest-impact elements are the 2D drawing and the material specification. Missing tolerances force the supplier to assume standard block tolerances for every dimension, which may or may not match your functional requirements. A vague material specification allows substitution of a different grade.
RFQ Section by Section: What to Write
Part Identification and Revision
Start every RFQ with the part name, part number, and drawing revision. If you are quoting multiple parts in a single RFQ, list each part separately with its own file references. This eliminates confusion about which files correspond to which line items and makes it easy to issue a purchase order against specific quoted parts.
Quantity and Pricing Structure
Specify the exact quantity you need for the immediate order. If you anticipate repeat orders, include the estimated annual volume separately. Suppliers often tier pricing, and knowing annual volume allows them to price the first order with setup costs amortized against future work, which reduces per-unit cost on the initial run.
Material and Color
Specify material to the grade level. For injection molded parts: resin family, grade, and color (for example, ‘nylon PA6 glass-filled 30%, black’). For machined parts: alloy and temper (for example, ‘aluminum 6061-T6’). For sheet metal: material and gauge (for example, ‘304 stainless steel, 2 mm’). Include compliance requirements if relevant: RoHS, UL94 flammability rating, FDA compliance for food contact.
Tolerance and Surface Finish
Tolerances belong on the 2D drawing, not in a note. The drawing is the contract. Surface finish should be specified to a standard where possible: SPI surface finish standards (A1, A2, B1, etc.) for injection molded parts; Ra values for machined surfaces; powder coat or anodize specifications for finishing. A note saying ‘good cosmetic finish’ is not a specification a supplier can hold or a buyer can inspect to.
Delivery
Provide a required delivery date or a lead time in business days. If the date is hard, say so. If it is flexible, indicate the preferred delivery window. For programs with multiple parts, indicate whether all parts must arrive together or whether individual part shipments are acceptable.
Submitting the RFQ to RPM Fast
RPM Fast accepts RFQ submissions through the request a quote page. Submit a STEP or IGES file for 3D geometry, a PDF 2D drawing with tolerances, and your material and quantity specifications. Our team reviews every submission and returns DFM feedback and pricing within 1 to 2 business days. If your submission is incomplete, we will contact you with a specific list of what is needed rather than generating a qualified or incomplete quote.
RPM Fast is ISO 9001:2015 certified and handles CNC machining, injection molding, 3D printing, cast urethane, sheet metal fabrication, and custom rubber parts. An overview of all capabilities is on the services overview page. For most prototype and low-volume programs, a single RFQ covering multiple processes can be submitted together.
Frequently Asked Questions
What is an RFQ in manufacturing?
An RFQ (Request for Quote) in manufacturing is a formal document or submission from a buyer to a supplier requesting pricing, lead time, and terms for a specific part or assembly. A complete RFQ includes a 3D CAD file, a 2D drawing with tolerances, material specification, quantity, delivery requirement, and any surface finish or post-processing requirements. The more complete and specific the RFQ, the faster and more accurate the supplier’s response will be.
What file formats should I submit with a manufacturing RFQ?
Submit a 3D CAD file in STEP (.stp or .step) or IGES (.igs) format for three-dimensional geometry. Include a 2D drawing as a PDF with all tolerances, critical dimensions, and surface finish requirements called out. For sheet metal parts, include a flat pattern DXF in addition to the STEP file. Avoid submitting only a PDF of a 3D model or only a rendered image; suppliers need actual geometry files to generate accurate pricing and produce toolpaths.
How long does it take to get a quote for custom parts?
For a complete RFQ submission with clear specifications, most prototype and low-volume manufacturers return a quote within 1 to 3 business days for machined and sheet metal parts, and 2 to 5 business days for injection molded or cast urethane parts where a DFM review is included. Incomplete submissions that require back-and-forth clarification add 1 to 3 additional days per clarification cycle.
What material specification should I include in an RFQ?
Specify the exact material grade, not just the family. For injection molded parts, include the resin family, grade, and color: for example, ‘ABS UL94-V0, black’ rather than just ‘ABS.’ For machined metal parts, include the alloy designation and temper: ‘6061-T6 aluminum’ rather than ‘aluminum.’ A vague specification allows the supplier to substitute a different grade that may not meet your performance requirements.
Using the Checklist
Before submitting any RFQ, run through the eight elements in the table above. If any row is blank or vague, fill it in before sending. The ten minutes spent completing a specification upfront saves 2 to 5 days of clarification delay and produces a quote you can actually use.
Submit your next project through RPM Fast’s request a quote from RPM Fast, and we will confirm receipt and return DFM feedback and pricing within 1 to 2 business days.
