RFQ Format for MRO Items: How to Write One That Gets Accurate Quotes
If you buy MRO supplies for an Indian plant, you’ve almost certainly sent an RFQ — even if it was a WhatsApp message that said “need 20 bearings, send rate.” That works until the quote comes back for the wrong size, or the price turns out to be for a different pack, or three suppliers answer three different questions. A clear RFQ format for MRO items fixes most of this before it starts. This guide covers what to put in it and what to avoid, with a filled-in example.
What Is the RFQ Format for MRO Items?
RFQ stands for Request for Quotation. It’s a written request you send to suppliers asking for their price and terms on a specific list of items. For MRO purchases, that list usually covers bearings, fasteners, electricals, cables, PPE, lubricants, and hand tools.
The real job of an RFQ is to make quotes comparable. When every supplier answers the same clear request, you can compare price, delivery, and terms side by side — instead of guessing what each quote actually covers. If you’re new to the category, start with our guide on what MRO procurement is.
When Should You Send an RFQ for MRO Purchases?
You don’t need a formal RFQ for every small order. It earns its time in three situations:
- Repeat purchases. If you buy the same items every month, write one good RFQ and reuse it. Change the quantities and dates, and send.
- Urgent or breakdown orders. When a machine is down, a short, precise RFQ gets usable quotes faster than a long phone call. Put the required date at the top.
- New or unfamiliar items. If you’re buying something for the first time, an RFQ makes the supplier confirm the specification in writing before you commit.
The 5 Things Every MRO RFQ Needs
1. Exact Item Description and Specification
Give the full description, not a nickname. Include size, grade, material, standard, and part number or drawing reference if you have one. “Bearing” isn’t enough. “6205-2RS deep groove ball bearing, sealed” is.
2. Quantity and Unit
State how many you need and in what unit: pieces, sets, boxes, metres, or kilograms. A missing unit is one of the most common reasons a quote looks cheap but covers a different pack size.
3. Brand, or What Counts as an Acceptable Equivalent
Say whether you need a specific brand or will accept an equivalent. If equivalents are fine, say what they must match — the standard, the dimensions, the rating. One line here prevents a lot of arguments later.
4. Delivery Location and Required Date
Give the full delivery address and the date you need the items by. Suppliers price urgent delivery differently, and freight to your location changes the total.
5. Payment Terms and Quote Validity
Mention your payment terms, whether prices should include GST, and how long the quote should stay valid. It avoids surprises at the PO stage.
Quick gut check: could a supplier who has never worked with you quote from this RFQ alone, without calling you? If not, something is missing.
Common RFQ Mistakes That Lead to Wrong Quotes
Vague Specifications
“Hex bolts, medium size” forces the supplier to guess. Different guesses produce quotes you can’t compare.
No Rule on Equivalents
If you don’t say whether equivalents are accepted, some suppliers quote the brand you named and others quote a cheaper alternative. You end up comparing two different products.
Missing Delivery Date
Without a date, suppliers quote their standard lead time — which may be longer than you can wait.
Sending It to Too Many Vendors
More quotes don’t always mean a better decision. Three to five suppliers who can genuinely deliver is usually enough, and it keeps the follow-up manageable.
How to Send an RFQ, Step by Step
One line per item, with the full description, quantity, and unit.
Pick the ones who actually stock or can source these items, not just the cheapest name you know.
Use one document and one deadline for replies, so every quote answers the same question.
Check unit price, GST treatment, delivery time, freight, payment terms, and whether the item quoted matches your specification.
Confirm any doubtful point in writing before you issue the purchase order.
RFQ Example for a Small Plant
Here’s a filled-in example. The items and quantities are illustrative — use your own specifications.
| Item | Specification | Quantity | Brand / Equivalent | Required by |
|---|---|---|---|---|
| Deep groove ball bearing | 6205-2RS, sealed | 20 pcs | Equivalent accepted | Within 7 days |
| Hex bolt | M12 x 60 mm, grade 8.8, zinc plated | 200 pcs | Equivalent accepted | Within 7 days |
| Nitrile gloves | Size L, powder free | 10 boxes | Equivalent accepted | Within 10 days |
Add your delivery address, payment terms, whether prices should include GST, and the date by which you need the quote.
How IndustryMRO Helps
If you’d rather not chase quotes yourself, send us your RFQ. Share the item list with specifications, quantities, and your delivery location, and our team will come back with quotes.
Frequently Asked Questions
An RFQ asks suppliers to price a defined list of items. An RFP (request for proposal) is used for larger or more complex needs, where suppliers propose how they’d solve a problem. For routine MRO items, an RFQ is usually the right tool.
Three to five is a practical range for most MRO items. It gives you enough to compare without creating extra follow-up work.
At minimum: the exact item description and specification, quantity and unit, brand or acceptable equivalent, delivery location and date, and payment terms with quote validity.