RFQ response email templates
Eight RFQ reply emails for product sellers: acknowledge, ask clarifying questions, send the quote, partial bid, can't meet spec, polite decline and follow-up.
By the PromptLab team16 October 20265 min read
A request for quotation (RFQ) is a buyer asking several suppliers for a price on the same list. The reply that wins is rarely the cheapest one. It is the one that arrives promptly, shows you read the specification, and makes the next step easy.
These templates cover the whole exchange, from the first acknowledgement to the follow-up after you send the quote. They are short on purpose: buyers comparing five replies skim. For the process behind them, read how to respond to an RFQ and what an RFQ is.
Acknowledging the RFQ
Subject: Re: RFQ [Reference] for [Product]
Hi [First name], Thank you for the RFQ for [Product]. We have it, and our quote will reach you by [Date and time]. If your deadline is earlier, or if there is a part of the specification you would like us to prioritise, let me know today. [Your name]
Send it within the hour. A fast, specific acknowledgement puts you ahead of suppliers who reply late.
Asking before you quote
Subject: Questions on RFQ [Reference]
Hi [First name], Before I price this properly, I have a few questions on the RFQ: 1. Is the quantity [Quantity] a single delivery, or a yearly volume with call-offs? 2. Do you need [Grade or specification], or is [Alternative] acceptable? 3. What packaging and delivery location should I quote for? 4. Which documents do you need with the quote, for example a TDS, SDS or certificate of analysis? If it is easier, call me on [Phone]. [Your name]
Use it when the quantity, grade or delivery terms are unclear. Four questions at most, so the buyer can answer in one reply.
Sending the quote
Subject: Quote [Number] for RFQ [Reference]
Hi [First name], Please find quote [Number] attached for RFQ [Reference]. - Product: [Product, grade] - Quantity: [Quantity] - Price: [Price] per [Unit] - Delivery: [Terms] to [Location], about [Number] days from order - Valid until: [Date] Price breaks at [Higher quantity] are on page two. I have also attached the [TDS or SDS]. Tell me if any line needs to change and I will reissue it the same day. [Your name]
Put the key terms in the email body as well as the attachment, so the buyer can compare at a glance.
When you cannot match the request
Subject: Our quote for RFQ [Reference]: items [Numbers]
Hi [First name], We can supply items [Numbers] from your list, and our quote for those is attached. We are not able to quote items [Numbers] because [Reason, for example we do not stock that grade]. If it helps your comparison, I can suggest who else could cover the remaining items. If you prefer a single supplier for the whole list, I understand. [Your name]
Use it when you can cover only part of the list. A clear partial bid beats a vague full one.
Subject: RFQ [Reference]: [Property] and an alternative
Hi [First name], I want to be straight with you. Our [Product] has [Property] of [Value], and your specification asks for [Target], so it does not meet the requirement as written. Our [Alternative grade] does reach [Target]. I can quote that instead, and send a sample so your lab can check it. Would you like both options priced? [Your name]
Use it when your standard product misses the spec but another grade might fit.
Subject: Re: RFQ [Reference]
Hi [First name], Thank you for including us in RFQ [Reference]. On this occasion we will not be quoting, because [Short reason, for example the volume is below our minimum or the product is outside our range]. I would like to be on your list for future requests. If [Related product] ever comes up, I will gladly quote it quickly. [Your name]
Use it rather than ignoring the request. Buyers remember who answered, even with a no.
After the quote is sent
Subject: Quote [Number]: any questions?
Hi [First name], I wanted to check that quote [Number] reached you and that nothing is unclear. When do you expect to decide on RFQ [Reference]? If a price or lead time is the sticking point, tell me which one. I may be able to adjust the pack size or the delivery plan. [Your name]
Use it two or three working days after the quote, or the day before the buyer's stated deadline. More in our quote follow-up templates.
Subject: Revised quote [Number] for RFQ [Reference]
Hi [First name], Thank you for the feedback. I have updated the quote to reflect [Change, for example the larger quantity or the new delivery address]. The new price is [Price] per [Unit], valid until [Date]. The rest is unchanged. If you can confirm, I will hold the stock for you. [Your name]
Use it when the buyer asks for a change. Say exactly what moved, so they do not have to compare two PDFs.
How to personalise them
- Quote the buyer's own wording. Use their reference number and product names, not yours.
- Answer the deadline first. If they want it by Friday, say when on Friday.
- Keep your numbers in the body. Price, quantity, delivery and validity should not be buried in an attachment.
- Be honest about gaps. A buyer who hears "this grade misses your spec" trusts the rest of your quote.
Send them from your CRM
Frequently asked questions
How fast should I reply to an RFQ?
Acknowledge it within the hour and say when the quote will arrive. Then keep that date. Buyers often shortlist the first suppliers who show they have read the request.
Should I ask questions or just send a quote?
Ask when the answer changes the price, such as quantity, grade or delivery terms. Keep it to a few questions in a single email. If the RFQ is clear, quote straight away.
Is it worth answering an RFQ I cannot fully meet?
Often yes. A partial bid or an honest alternative shows you read the specification, and it keeps you on the buyer's list for the next request. If it truly is not a fit, a polite decline does the same job.
What should an RFQ response include?
The product and grade, quantity, price per unit, delivery terms, lead time, payment terms and how long the quote is valid. Add the technical documents the buyer asked for. Our guide to writing a sales quote lists the rest.
How do I follow up if the buyer goes quiet after my quote?
Check that it arrived, ask when they plan to decide, and offer to adjust one thing. Avoid repeating the whole quote. A short question gets a short answer.