Guide
How to Write an RFQ Email That Gets Replies
A request for quotation (RFQ) is the first real test of a supplier relationship. A clear, specific RFQ email gets you accurate quotes quickly, while a vague one triggers rounds of back-and-forth or silence. This guide breaks the RFQ email into the parts every supplier needs to price your order confidently on the first reply.
What makes an RFQ effective
Suppliers quote fastest when they can answer every question without emailing you back. That means specifying exactly what you want, how much, when, and where — plus enough about your business for them to take you seriously. The goal is a message a sales engineer can act on in one pass.
Step-by-step
- 1
Write a specific subject line
State the product, quantity and the word 'RFQ' in the subject so it stands out in a busy inbox — for example 'RFQ: 5,000 units stainless steel M6 bolts, delivery to Rotterdam'. A vague subject like 'enquiry' is easy to ignore or misroute. Specificity signals you are a serious buyer, not a tyre-kicker.
- 2
Introduce your company briefly
Open with one or two sentences on who you are, what you do and roughly your order volume or frequency. Suppliers prioritise buyers they can size up quickly, and a credible introduction earns a faster, more accurate quote. Keep it short — a paragraph, not a company history.
- 3
Specify the product in exact detail
List precise specifications: dimensions, materials, grades, tolerances, standards or part numbers, and any required certifications. Attach drawings, datasheets or reference photos where relevant. The more exact your specification, the fewer assumptions the supplier has to make and the more binding their quote will be.
- 4
State quantity, delivery terms and timeline
Give the order quantity (and whether it is one-off or recurring), the delivery destination, your preferred Incoterms (such as FOB or DAP), and the date you need the goods. If you want tiered pricing, ask for quotes at two or three quantity levels. Clear commercial terms let the supplier quote a real landed cost rather than a placeholder.
- 5
Ask the right closing questions
Request the unit price, minimum order quantity, lead time, payment terms, sample availability and relevant certifications explicitly, so nothing is left to a follow-up email. Set a reasonable reply-by date to create momentum. A short numbered list of questions makes it easy for the supplier to answer each one.
- 6
Send it to matched, relevant suppliers
An RFQ only works if it reaches suppliers who actually make what you need. B2Business Hub matches your brief to up to 100 named suppliers across 100+ countries and 16 industries and provides built-in RFQ tools, so you can send a structured enquiry directly to the right contacts. The first day is free, so you can line up several quotes before committing to a plan.
Frequently asked questions
How does B2Business Hub help me send RFQ emails?
B2Business Hub matches your plain-language brief to up to 100 named suppliers per search across 100+ countries and 16 industries and includes built-in RFQ tools, so you can send a structured request for quotation directly to each matched company's contact.
How many suppliers should I send an RFQ to?
Sending to three to five relevant, matched suppliers usually gives you enough comparable quotes without overwhelming your inbox. B2Business Hub can surface up to 100 named candidates per search, and each carries a multi-factor Trust Score — an automated indicator, not a financial or legal verification — to help you choose whom to contact.
Can I try B2Business Hub's RFQ tools for free?
Yes. The first day is free, so you can search across all 16 industries and 100+ countries, shortlist named suppliers, and send structured RFQs before deciding on a paid plan.