How to write an RFQ that South African suppliers can actually quote

If you've ever sent an RFQ and waited weeks for vague, inconsistent quotes — the problem is usually the brief, not the suppliers. Here's how to fix that in one afternoon.

1. State what you actually want

Every good RFQ starts with one sentence: "We need X, in quantity Y, by date Z." If a supplier can't answer that from your title and intro, the rest of the document doesn't matter.

Bad: "Quote required for brackets."
Better: "Quote required: 1 000 × laser-cut 3 mm mild steel L-brackets, 50 × 50 × 25 mm, by end of February 2026."

2. Provide drawings — preferably both 2D and 3D

2D PDF drawings with dimensions and tolerances are required. STEP or IGES 3D models are strongly recommended for any machined or moulded part — they let CNC programmers and toolmakers quote in minutes instead of hours, and they remove ambiguity around features like radii and threads.

Acceptable formats on V Intellect: PDF, DWG, DXF, STEP/STP, IGES/IGS, STL. Maximum 50 MB per file.

3. Specify materials precisely

"Mild steel" is not a specification. "S355JR plate, mill-finish, 6 mm" is. South African mills and stockists work to BS, EN, ASTM and SANS standards — pick the one your downstream application requires.

4. Quantities and delivery profile

State both the prototype quantity and the production-volume forecast. A supplier may quote a small batch at one price and a 10× volume at half the unit cost. If you withhold the production picture, you'll get conservative quotes.

5. Quality, certification and inspection

If you need material certificates (mill certs, EN 10204 3.1 / 3.2), state it. If you need coded welding (ASME IX, EN 15614), state the code. If you need first-article inspection or PPAP-style documentation, say so up front — these change the supplier's costing significantly.

6. Packaging, freight and Incoterms

For South African domestic supply, FCA factory or DDP buyer's address are the most common terms. Specify which, and note any special packaging needs (export crates, sea-worthy, ESD bags for electronics).

7. Commercial terms and timeline

Quote validity, payment terms (30 days from invoice is typical for established buyers), and the date by which you need quotes. A two-week quoting window is reasonable; 48 hours is not.

The five RFQ mistakes that delay every quote

1. Sending raster drawings only. Scanned hand-marked PDFs can't be measured. Provide editable PDFs or, ideally, the original CAD.
2. Hiding the quantity. "Please quote and we'll discuss volume" forces every supplier to assume the worst.
3. Asking for "your best price." Suppliers can't read your budget. State the target if you have one.
4. No technical contact. If a supplier can't reach an engineer who knows the part, expect delays.
5. Unrealistic deadlines. Most South African shops have 2-6 week lead times. If you need it in a week, say so up front — you'll get the right kind of "no" instead of a missed deadline.

The V Intellect template

Every RFQ submitted through V Intellect uses a structured form covering each of the seven sections above. Drawings attach as a single .zip if needed. Once submitted, our routing engine forwards your brief privately to matched South African suppliers — and you receive quotes in your dashboard, not in a 30-thread email chain.

Submit your first RFQ — free during our founder phase.