An RFQ (Request for Quotation) is the starting point that determines the quality of the entire procurement process. If your RFQ is messy, the results are predictable: bids come in late, are difficult to compare, and are often more expensive than they should be. The good news is, most of these problems stem from five easily fixable mistakes.
1. Vague specifications
Problem: when specifications are unclear, suppliers raise prices "just in case" and each offer becomes impossible to compare apple-to-apple.
Solution: include the required grade, size, and standards, plus exact quantities and units, before sending the RFQ. The clearer the specifications, the more accurate and competitive the prices will be.
2. No deadline
Problem: without a deadline, bids come in late and projects are delayed.
Solution: clearly state the deadline for submitting bids as well as the required date for the goods. This helps suppliers prioritize your request and keeps the project schedule on track.
3. Only asking one supplier
Problem: without alternatives, your bargaining power is weak and there's no price comparison.
Solution: send the RFQ to at least three suppliers simultaneously and compare them side-by-side. Healthy competition almost always results in better prices and terms.
4. Ambiguous pricing
Problem: the "cheapest" price can turn into the most expensive after VAT and shipping costs are added.
Solution: request explicit price details—specify whether tax and shipping are included or excluded. Compare the final price (<em>landed cost</em>), not just the unit price.
5. Not using a standard RFQ format
Problem: if every supplier replies in a different format, comparing bids becomes exhausting and prone to misinterpretation.
Solution: use the same RFQ template for all suppliers so that all bids return in a uniform structure—ready to be compared in minutes.
A tidy RFQ = a fast and cost-effective tender
Fixing these five things doesn't add work—it cuts it. A clear RFQ makes suppliers respond faster, prices more accurate, and decisions easier to justify.
No need to create a template from scratch. Download the free 2026 B2B Procurement Guide from ID Industri—complete with a ready-to-use RFQ template that includes all the points above.