For every line item include the complete manufacturer part number, quantity, acceptable condition, destination and required delivery date. State whether substitutes are permitted.
1. Build a clean parts list
Use one line per product. Copy catalog numbers from nameplates or verified documentation and preserve all punctuation and suffixes. A spreadsheet is usually the fastest format for multi-line requests.
2. Add technical constraints
Specify exact requirements or state that a compatible revision is acceptable.
Include the required version for controllers, drives and HMIs.
Confirm voltage, power, current and enclosure requirements.
List UL, CE, marine, hazardous-area or regional requirements.
3. Define commercial requirements
State the delivery country and postal code, requested Incoterm if applicable, currency, payment requirements and whether partial shipments are acceptable. For international orders, mention any documentation needed for customs or internal compliance.
4. Mark urgent lines clearly
Separate machine-down requirements from routine replenishment. Provide the latest acceptable arrival date—not only “ASAP”—so sourcing and freight options can be evaluated against a real deadline.
Include whether new sealed, new surplus, refurbished or tested used stock is acceptable. Ask for condition photos, warranty terms and traceability information before purchase.
5. Final RFQ checklist
- Complete part number and manufacturer for every line.
- Quantity and acceptable condition.
- Series, revision and firmware restrictions.
- Ship-to country, postal code and delivery deadline.
- Contact name, company and business email.
- Photos or technical documents when identification is uncertain.
Turn the checklist into an RFQ
Paste your requirements or attach a spreadsheet on our quote page.