RFQ checklist for job shops

What should you check on an RFQ before quoting?

Everything that changes the price, the lead time or the risk. Most quoting mistakes aren't arithmetic: they're a missed note, the wrong revision, a cert nobody priced or a finish spec read too fast. Work through the same list on every RFQ.

What files should come with an RFQ?

A dimensioned PDF drawing for every part, ideally with a STEP model, and a DXF flat pattern for sheet metal. Check that the drawing, the model and the RFQ line all name the same revision. If they don't agree, ask which one governs before you quote, and put the answer on the quote. No model? You can still quote from the print: how to quote from a drawing.

How do you check material and cert requirements?

Look for the alloy, the temper and the spec it's bought to, and whether substitutes are allowed. Then look for certs: mill test reports, a certificate of conformance, traceability, or origin rules such as domestic or DFARS specialty metals. Exotic alloys and certified material can have long lead times and minimum buys that belong in the quote.

Which tolerances and inspection requirements change the price?

The tightest one, not the general block. One bore at .0005 in can need reaming, grinding or a CMM check, and every part pays for it. Note the GD&T frames and datums, surface finish callouts, and any report the buyer wants: a first article inspection to AS9102, CMM data or PPAP. Inspection time and report writing are real hours.

How do finishes and outside processes change the quote?

Anodize, plating, powder coat, heat treat and passivation are outside services: price them at the vendor's lot charge and piece price, add their lead time, and check for masking and approved-processor requirements. A finish spec without type, class or color is a question for the buyer.

What delivery and commercial terms belong on the quote?

The lead time you can hold, shipping terms, payment terms and how long the price is valid. Read the PO terms and quality clauses the RFQ points to before you commit: flowdowns, penalties for late delivery and who owns tooling paid for as NRE.

How do you handle ITAR and export-controlled RFQs?

Look for ITAR, EAR (an ECCN other than EAR99) or CUI markings on the drawings before the files go anywhere. Controlled technical data must only be seen by people allowed to see it, so keep it off ordinary email, shared drives and public upload forms. If you manufacture defense articles in the US, ITAR requires registration with the State Department's DDTC even if you never export (22 CFR 122.1, checked October 2026). DoD work with CUI also carries the contract's cybersecurity clauses (DFARS 252.204-7012 and CMMC). This is a checklist, not legal advice.

What are red flags on an RFQ?

• No revision, or the model and print at different revisions.
• No tolerance block, or every dimension at ±.001 when the part clearly doesn't need it.
• A finish that doesn't fit the material, like black anodize on steel.
• "Make per model" or "make like sample" with no dimensioned print.
• A quantity range like 1 to 10,000 with no annual usage or release plan.
• A large package due tomorrow, with no time to ask questions.
• A firm price for a year on a material whose price moves.
• Terms with unlimited liability, consequential damages, or payment at 90 days or more.
• Export-controlled drawings sent by plain email or through a public upload form.

A red flag isn't a reason to pass. It's a question to ask, a line on the quote, or a higher price for the risk.

How does QuotedPart help with RFQ review?

• RFQs come in by email forwarding, your own RFQ page or drag and drop.
• An RFQ email is read for the buyer, the due date, the parts and their quantities, notes that change the price, and warnings for the estimator.
• Each PDF drawing is read for part number, revision, material, finish, tolerances, threads, notes and quantities. The quote then flags what to check: the tightest tolerance (is inspection time included?), thread callouts, a drawing with no material, a finish the drawing calls for that isn't priced, and a part priced from the print without a model.
• When you add a PDF or STEP file in the app, or a buyer adds one on your RFQ page, the browser searches its text for ITAR, EAR and CUI markings first. A marked file is held back unless you confirm it isn't controlled. Controlled parts belong in the ITAR vault, where they're encrypted in the browser. Forwarded RFQ emails and scanned drawings without a text layer aren't searched, so keep ITAR drawings off email and check scans yourself.
• Charges for NRE, tooling, fixtures, first article inspection, material certs, shipping, expedite go on the line or the quote.

It doesn't read your PO terms or decide whether a requirement is acceptable. That part stays with you. See CNC quoting software or sheet metal quoting software for the rest.