How to Write an RFQ Email to a Supplier (With Templates)
A good RFQ email gets faster, more accurate responses from suppliers. Here are templates for standard requests, urgent jobs, and follow-ups — ready to use.
The quality of your RFQ email directly affects the quality of the response you get back. A vague request gets a vague quote — or no response at all. A clear, specific email gets a fast, accurate price.
Here's how to write one that works, with templates for the situations you run into most often.
What makes a good RFQ email
A supplier receives dozens of price requests. The ones that get answered first are the ones that are easiest to respond to. That means:
Specific items. Part number, model number, brand, or a precise description. "A switch" is not a specification. "Cisco Catalyst 9200L-24P-4X-E, QTY 2" is.
Quantity. Suppliers price differently at different volumes. Always include quantity even for small orders.
Required delivery date. This tells the supplier whether to quote from stock or from an order, and it signals urgency without you having to say "urgent."
Response deadline. When do you need the price by? Without this, your RFQ goes into the general queue.
Who you are. If this is your first contact with a supplier, one line about your company helps. Suppliers prioritize buyers who look real and serious.
That's it. Keep the email short. A supplier doesn't need your backstory — they need to know what you want, how many, and when.
Template 1: Standard RFQ (new or existing supplier)
Subject: Price Request — [Item Name/Number] — [Your Company Name]
Hi [Name / Team],
I'd like to request pricing on the following:
- Item: [Product name, model, or part number]
- Brand: [Brand if applicable]
- Quantity: [Number of units]
- Required delivery: [Date or timeframe]
Please include your best price, available stock, and estimated delivery time.
Could you send this over by [response deadline]? We're hoping to finalize our customer quote by [date].
Thanks,
[Your name]
[Company name]
[Phone number]
Why this works: It's scannable, gives the supplier everything they need in one read, and sets a clear deadline. Nothing to ask you for clarification on.
Template 2: Multi-item RFQ
Subject: Price Request — Multiple Items — [Your Company Name]
Hi [Name],
I need pricing on the following items:
| Item | Model/Part # | Brand | Qty | Notes |
|---|---|---|---|---|
| [Item 1] | [Model] | [Brand] | [Qty] | [Any specs] |
| [Item 2] | [Model] | [Brand] | [Qty] | [Any specs] |
| [Item 3] | [Model] | [Brand] | [Qty] | [Any specs] |
Please quote each item separately. Include price, available stock, and ETA for each.
We need this by [response deadline]. Delivery required by [date].
Thanks,
[Your name]
[Company]
Why this works: The table format forces the supplier to respond item by item, which makes comparison across multiple suppliers far easier. When everyone fills in the same structure, you don't have to decode four different email formats.
Template 3: Urgent RFQ
Subject: URGENT — Price Request — [Item] — Need by [Time/Date]
Hi [Name],
I need a fast quote on the following — customer is waiting:
- Item: [Product name/number]
- Qty: [Number]
- Need delivery by: [Date — as specific as possible]
Can you confirm price and availability within the next [X hours]? Happy to take a call if faster.
[Your name]
[Phone number]
Why this works: "URGENT" in the subject line is overused, but it still gets attention when you actually mean it. Offering a phone call signals you're serious and gives the supplier an easy out if email is slower than a quick call.
Template 4: Follow-up on unanswered RFQ
Subject: Following up — Quote Request [Reference/Item] — [Your Company]
Hi [Name],
Just checking in on the quote I sent on [date] for [brief item description]. Do you have pricing and availability you can share?
We're aiming to get back to our customer by [deadline]. Happy to clarify anything if needed.
Thanks,
[Your name]
Why this works: Short, non-accusatory, gives them a reason to respond (your deadline), and offers a face-saving exit if they need more info. See our full post on supplier follow-up strategy for timing guidance.
Common mistakes to avoid
Sending a vague description. "Can you quote me a firewall?" is not an RFQ. Suppliers can't price what they don't understand.
No response deadline. Without a deadline, your email joins the general backlog. Suppliers prioritize requests with clear timing.
CC'ing all suppliers on one email. They can see each other's contact details. Send individually — it takes 60 seconds more and looks far more professional.
Following up too late. If you haven't heard back in 48 hours, follow up. Waiting longer rarely results in a better outcome.
Attaching unnecessary documents. Unless the supplier needs a spec sheet, don't attach anything. Attachments get flagged by spam filters and slow down responses.
One final point
The best RFQ email is the one your supplier can respond to in under two minutes. Every unclear spec, missing quantity, or vague deadline adds friction — and friction leads to non-responses. Write the email as if the supplier is busy (they are) and needs to answer immediately (they might).