Metal Fabrication RFQ Checklist: 12 Things to Include
Quote speed and quote accuracy depend almost entirely on the quality of the request for quotation (RFQ). An incomplete RFQ does not just delay the answer — it makes the supplier assume, and assumptions land in your landed cost later. This checklist gives you the twelve items that belong in every metal fabrication RFQ, in the order they should appear, plus a fill-in template you can reuse.
Why Incomplete RFQs Cost Money
Three failure patterns repeat on every side of the counter. First, missing quantity: without volume, the shop cannot choose the process — a part quoted for CNC at 50 pieces costs more than the same part stamped at 10,000, and the tooling decision sits inside that number. Second, missing material: an unspecified hole pattern gets quoted in the shop’s default (often mild steel), and you discover the price jump when you add “actually 304 stainless.” Third, missing Incoterms: a unit price without a trade term is not a landed cost, and the freight-and-duty gap between FOB and DDP can be decisive. Each pattern costs the same thing: rework on the quote, or a surprise on the invoice.
The Twelve RFQ Items
Work through the list top to bottom; each item exists because its absence changes the price or the risk.
1. Drawings
Send a 2D drawing (PDF or DWG) with all views and dimensions, and a 3D STEP file when available. The 3D model is the geometry source of truth; the 2D drawing carries the dimensions, tolerances, and notes the quote is based on.
2. Material
Name the grade, standard, form, and thickness — for example, “A36 / 1018 sheet, 3 mm” or “304 stainless, 2 mm.” Add surface condition (mill finish, pre-painted) if it matters. Never assume the supplier’s default matches your intent.
3. Quantity
State the first order, the expected annual volume, and realistic growth. Quantity drives the process choice (laser vs. punch vs. stamping), the tooling decision, and the price tier. A range is better than a single number when volumes are uncertain.
4. Tolerances
Name the drawing default (ISO 2768-mK or a general table) and call out the critical dimensions. Our tolerance and DFM guide has the typical values for cutting, bending, and machining that make a good default.
5. Surface finish and treatment
Specify the process and the acceptance criteria: powder coat color (RAL/Pantone) and film thickness, hot-dip zinc with salt-spray hours, anodize type, or bare with passivation. Finish is one of the five biggest price movers, so specify it once, precisely.
6. Welding requirements
For welded parts: joint types, weld sizes, penetration (fillet vs. full), the applicable code or standard (for example EN 1090 execution class or ISO 3834), and the inspection level (visual, dye penetrant).
7. Inspection and certification
List the records you need: first article inspection report, CMM report for critical dimensions, material certificate (EN 10204 type 3.1 when traceability matters), PMI if alloy substitution is a risk. Naming them in the RFQ puts them on the quote instead of in a later email.
8. Packaging
State the handling and export requirements: wooden crates or export cartons, VCI paper for bare steel, individual bagging, container load plan, and marking/shipping marks. Packaging errors surface at the port, where they are the most expensive.
9. Trade terms and destination
Name the Incoterm 2020 rule (EXW, FOB, CIF, DDP) and the destination port or address. DDP transfers tariff handling to the supplier, which matters for US-bound steel and aluminum parts under the current Section 232 regime — see our 2026 US steel and aluminum tariffs guide for the rate structure.
10. Target price and commercial terms
Give a target unit price (or landed cost target) and your preferred payment terms, for example T/T 30/70 or letter of credit. A target price focuses the quote on value engineering; without it, you get the standard-process price.
11. Lead time
Separate first-article lead time from production lead time, and state your project milestone. Lead-time pressure changes process choices (batching, expediting, air vs. sea) and therefore price.
12. Compliance and documentation
Close with the compliance set: REACH/RoHS where relevant, country-of-origin requirements, NDA status, and any customer-specific quality agreement (for example PPAP/FAI in automotive programs).
Copy-Paste RFQ Template
Use this skeleton and replace the bracketed fields. Send it with the drawing set attached.
RFQ — [Part name / project code]
1. Drawings: [2D PDF/DWG + 3D STEP attached]
2. Material: [grade / standard / form / thickness]
3. Quantity: [first order] pcs; [annual] pcs/yr, growing to [N]
4. Tolerances: [ISO 2768-mK default; critical dims marked CRIT]
5. Finish: [process + spec / color + film thickness]
6. Welding: [joint types, sizes, code, inspection level]
7. Certification: [FAI report / CMM / EN 10204 3.1 / PMI]
8. Packaging: [crates / cartons / VCI / marking]
9. Trade term: [FOB/CIF/DDP] [port / address]
10. Target: [unit price or landed cost] | terms: [T/T 30/70]
11. Lead time: [first article by date] | [production pcs/week]
12. Compliance: [REACH/RoHS, origin, NDA, quality agreement]
What Happens After You Send It
A complete RFQ gets a fast, structured answer. We aim to acknowledge receipt and return any clarifying questions within 2 working hours. A formal quotation typically follows in 1–3 working days for straightforward parts, and up to 5–10 working days when the quote needs tooling evaluation, weld procedure planning, or process selection. Quotations carry a validity window (commonly 30–60 days) because material prices move — if your project is longer, ask for a material-indexed price or an extension. For production-critical parts, the quote should also show the sampling path: prototype or first article, inspection records, and the batch plan.
The Five Cost Factors That Move the Quote Most
When two quotes differ, these five factors explain most of the gap.
| Factor | Why it moves price | Typical direction |
|---|---|---|
| Material grade | Stainless and alloy steels cost several times mild steel per kg | 304 vs. mild: roughly 2.5–3× material cost |
| Quantity | Switches the process (CNC vs. punch vs. stamping) and amortizes tooling | 100× more volume can cut unit cost dramatically once tooling pays back |
| Tolerance tier | Adds inspection (CMM) and precision processes | Each tier up roughly doubles affected-feature cost |
| Finish | Salt-spray hours, coating systems, and inspection all price separately | Heavy-duty zinc systems exceed paint systems |
| Trade term | Freight, insurance, and import duty shift between FOB and DDP | DDP adds duty exposure on steel/aluminum in 2026 |
Read the factor table against our tolerance and DFM guide for the numbers behind the tolerance row, and against our 2026 tariffs guide for the duty row.
Frequently Asked Questions
What file format should I send for drawings?
Send a 2D PDF or DWG with all views and dimensions, and add a 3D STEP file when you have one. The STEP file is the single source of truth for geometry and shortens quoting; the 2D drawing carries the dimensions, tolerances, and notes that the quote is based on.
Do I need a 3D model to get a quote?
No, but it helps. A 3D model removes ambiguity in flat patterns, bend sequences, and assembly interfaces, and it speeds up both quoting and any design changes later in the project.
How fast will I get a quote?
We aim to acknowledge every RFQ and answer clarifying questions within 2 working hours. A formal quotation typically follows in 1–3 working days for straightforward parts and up to 5–10 working days for complex assemblies that need tooling or process evaluation.
What is an EN 10204 3.1 material certificate?
A 3.1 certificate is an inspection report issued by the manufacturer’s quality department that confirms the material against the test results — chemical analysis and mechanical properties tied to the heat number. It is the standard material certificate for industrial procurement when traceability matters.
Should I quote FOB or DDP?
FOB keeps freight and import duty in your hands and keeps the supplier’s price simple. DDP puts the landed price on the supplier, including duty — useful when you want total-cost certainty, but it shifts tariff responsibility and requires the supplier to manage import compliance. For US imports of steel and aluminum parts in 2026, see our tariffs guide before choosing.
Do I need an NDA with a fabrication supplier?
If your part is proprietary, or if it reveals a customer program, use a mutual NDA and mark the drawing set confidential. The cost is low, and it defines how the geometry may be reused across your other suppliers.
Sources
- Incoterms® 2020 — International Chamber of Commerce
- EN 10204 — Metallic products — Types of inspection documents (3.1 certificate definition)
- ISO 2768-1 — General tolerances (drawing default clause reference)
Talk to Us Before You Send It to Three Shops
Send us the twelve-item RFQ and the drawing set, and you get one structured quote with the process choice, the tolerance tiers, and the certification plan spelled out — which is also what makes quotes from different suppliers comparable. Request a quote, check terminology in our metal fabrication glossary, or see the project cases for the part families we quote most often. Logistics detail lives in the shipping and delivery guide.
