Answer the RFQ with a clear next step

A useful RFQ reply names the part and revision, says what is attached or missing, and gives the buyer one clear action. Copy the five messages below or download the editable text. Replace every bracket and verify the file attachments before sending.

Quote attached and missing-information replies

Subject: Quote [number] — [part], rev [revision]. Hi [name], attached is our quote for [quantities] of [part/revision], based on the files listed in the offer. Pricing includes [scope]. Lead time is [duration] after acceptance of a matching PO and complete approved files, subject to the quote’s terms. Please confirm the release quantity and required delivery date. [Estimator/contact].

Subject: Information needed — [RFQ/part]. Hi [name], we have the [file/revision] package. Before we can commit a price, please confirm [specific missing material/spec/tolerance] and [release quantity/date]. We have held the estimate at this point rather than assume a requirement. Once those items arrive, we will confirm our quote date. [Estimator/contact]. Ask only for information that affects the offer; a long generic checklist can delay a job whose one missing item was a finish callout.

Partial offer and no-quote replies

Subject: Partial quote — [RFQ]. Hi [name], we can offer [line numbers/parts] as shown in quote [number]. We have not priced [other lines] because [specific capability or missing requirement]. Please treat the unpriced lines as excluded. If you need the complete package from one supplier, let us know before ordering the quoted portion.

Subject: No quote — [RFQ/part]. Hi [name], thank you for including us. We cannot support [specific requirement or requested date] for this release, so we will not submit a price. We would welcome a future RFQ for [actual fit]. Please close this request as no-quote on your side. Do not promise a referral or later capacity you have not checked.

Follow up without changing the offer

Subject: Quote [number] — any clarification needed? Hi [name], checking whether you need anything else to evaluate our offer for [part/revision]. Is the project still proceeding at [quantity/date]? If it has been awarded or paused, a brief update would help us close our record. Thanks, [estimator]. Keep the issued price and validity in the quote itself. If the buyer requests a new revision, quantity or delivery commitment, issue a revised offer rather than quietly editing an old attachment.

Replace every bracket. These are drafting examples, not legal advice. Obtain review of contractual terms before adoption.