RFQ Checklist for Custom Metal Parts
The ten inputs that turn an RFQ into an accurate quotation on the first pass — instead of three rounds of clarification.
A quotation is only as good as the request behind it. When a supplier has to guess at material, quantity or finish, they either price in a risk margin or come back with questions. Both cost you time. The checklist below is what our engineering desk uses when reviewing an incoming RFQ for custom metal parts.
The Ten Items to Include
| # | Item | Why it changes the quote |
|---|---|---|
| 1 | 2D drawing (PDF) with dimensions and tolerances | Defines what must be measured and inspected |
| 2 | 3D model (STEP / IGES) when available | Removes ambiguity on complex geometry and enables CAM |
| 3 | Material grade and condition | Determines price, machinability, heat treatment and availability |
| 4 | Quantity, ideally in bands (100 / 500 / 2,000) | Reveals the price break where setup or tooling is amortised |
| 5 | Surface finish and treatment | Adds process steps and changes final dimensions |
| 6 | Critical features and datums | Tells us where inspection effort belongs |
| 7 | Thread standards and fits | Prevents BSP/NPT/metric mix-ups |
| 8 | Inspection documents required | FAI, material certificate, PPAP and testing add scope |
| 9 | Destination port and Incoterm | Drives packing, freight and insurance |
| 10 | Target price and delivery window | Lets us propose an alternative process or material |
Drawing Requirements in Detail
Send a PDF drawing with a title block that states the general tolerance class (for example ISO 2768-m), the material, the revision and the units. Mark functional features with explicit tolerances and identify mating faces as datums. If the part will be anodized or plated, state whether dimensions apply before or after finishing. Our tolerance guide explains how to avoid over-specifying.
For replacement spares where no drawing exists, a physical sample or clear photos with key measurements is workable — we will produce a drawing for your approval before production.
Why Quantity Bands Matter
Quoting 100 pieces and quoting 2,000 pieces are different technical problems. At low volume we machine from billet to avoid tooling. At higher volume a casting or forging die becomes economical and the unit price drops sharply. Sending two or three quantity bands lets us show both routes in one reply. See the process comparison.
Also state annual volume separately from the first order. A buyer who plans 5,000 pieces a year should not be quoted a prototype-only route.
The Five Most Common Omissions
- No general tolerance in the title block.
- Material written as "stainless steel" instead of 304 / 316 / a specific grade.
- No indication of whether threads are BSP, NPT or metric.
- Finishing omitted, then requested after the quotation is approved.
- Inspection documents requested after production has started.
Each of these is cheap to specify up front and expensive to add later, because it can change the process route, the tooling, or the inspection plan.
Copy-Ready RFQ Template
Subject: RFQ — [Part name], [Part No.] / Rev. [ ]
Attached: PDF drawing, STEP model, [any reference photos]
Material: [grade, condition, hardness if applicable]
Quantity: [100] / [500] / [2,000] pcs; estimated annual [ ] pcs
Tolerances: general ISO 2768-[m/f]; critical features as marked
Finish: [none / anodizing / plating / powder coat RAL ____]
Threads: [metric / BSP / NPT / UNC]
Documents: [FAI / dimensional report / EN 10204 3.1 / PPAP]
Delivery: [FOB ____ Port, Incoterms 2020], needed by [date]
Target price: [optional]
Please quote both the immediate batch and the quantity bands, with tooling listed separately.
What a Good Reply Looks Like
Expect a costed quotation with a process route, tooling shown separately, lead time split into sampling and production, and manufacturability notes flagging anything on the drawing that is expensive or risky. If a small design change would reduce cost, you should see both options priced. If the reply is a single number with no lead time and no scope, ask for the missing detail before comparing suppliers.
Ready to send? Use the inquiry form or reach us directly on WhatsApp. Commercial terms are summarised in the FAQ.
Related Questions
Can I get a quote without a 3D model?
Yes. A dimensioned PDF drawing is the minimum. A 3D model helps with complex geometry but is not mandatory, and we can work from a sample for replacement parts.
Do I have to disclose my target price?
No, but it helps us propose an alternative material or process when your target is below the initial route's cost.
How long does a complete RFQ take to quote?
Within 24 working hours for standard parts, around 48 hours for complex assemblies or parts requiring tooling.
Ready to source custom metal parts?
Send your drawing or sample. Engineering review and quotation within 24 hours.