A practical RFQ guide

Track every supplier reply and the next step.

Keep one dated record for each supplier invited to an RFQ. A shared tracker makes the latest reply, open question, next owner, and next date visible even when messages and quote files arrive through different channels.

Build the tracking record

One shared record

Track the RFQ from send to decision.

Messages may be split across inboxes and quote files may use different formats. Keep the tracker as the index to each supplier’s latest response and source documents.

01

Start one record per supplier and RFQ

Use the RFQ ID and version to connect each supplier response to the request they received. Assign one owner who is responsible for updating the status and moving the next step forward.

  • Supplier and contact, RFQ ID and version, and record owner
  • Sent date and channel, response deadline, and requested delivery date
02

Log the reply state and every important date

Choose a clear status, then record what arrived and what is still open. Keep the original email, portal message, or quote file linked to the record so the tracker points back to the source.

  • No reply, partial reply, received, or declined
  • Receipt date, quote version, missing items, last contact date, and follow-up date
03

Record the decision and its owner

When the response is complete, note who made the decision, when it was made, and the reason against your stated criteria. If a question remains, keep its owner, due date, and next action open until it is resolved.

  • Decision status and date, decision owner, and concise rationale
  • Open condition or clarification, responsible person, and next review date

Missing or partial replies

Make the follow-up easy to answer.

A specific question is easier to route than a generic reminder. Keep the tone neutral, state what is missing, and make the supplier’s next action clear.

Nothing arrived by the deadline

Check that the request reached the right contact. Ask whether they can still quote and give a specific new reply date, or invite them to say they will not quote. Record the contact date, owner, promised date, and your next check date.

The supplier sent only part of the response

List the missing line items, terms, or answers rather than asking them to “complete the quote.” Ask whether each item was omitted or cannot be supplied, and request the missing information or a clear no-quote by a named date.

Adaptable message

A respectful RFQ follow-up

Replace the bracketed fields with the real request, missing item, and date.

RFQ [ID]: please confirm [missing item] by [date]

Hello [supplier name],

Thanks for sending your response to RFQ [ID], version [version]. We have received [items received]; [missing item or clarification] is still open.

Could you send [specific information] by [date], or let us know by then if you are unable to quote it? That will help us record the response and plan the next step.

Thank you,
[owner name]