Engineering RFQ Template: Free Copy-and-Paste Sample for Clear, Comparable Quotes

You send the same project to four engineering firms. One quote comes back as a single lump sum. Another lists hourly rates with no total. A third excludes half the work. A fourth arrives three weeks late. You now have four documents that cannot be compared, and the cheapest one is probably the cheapest because it leaves things out.

This is what a weak request does. A good engineering RFQ template fixes it by telling every supplier exactly what to price, in what format, and by when. Below you will find a free engineering RFQ template you can copy into Word or Google Docs, plus add-on sections for engineering services, manufactured parts, and construction work, a quote response form, a short cover email, and a simple scoring sheet for comparing replies.

What Is an Engineering RFQ?

An RFQ is a request for quotation. It is a document you send to suppliers or engineering firms asking them to price a clearly defined scope of work. In engineering, that could mean a structural design package, a BIM model, a control panel build, a batch of machined parts, or a site installation.

The key word is “defined.” An RFQ works when you already know what you need and mainly want to compare price, lead time, and terms. In many procurement systems, a quotation is also not a binding offer on its own. In US federal rules, for example, a quote cannot by itself be accepted to form a contract, so the buyer and supplier still agree terms before work starts.

RFQ vs RFP vs RFI: Which Should You Use?

People often mix up these three documents. A simple way to remember them: use an RFI to explore the market, an RFP to compare approaches, and an RFQ to compare prices.

For deeper explanations, see the guides from Autodesk Construction, TechTarget, and Sirion.

When an RFQ Is the Wrong Tool

If you cannot describe the deliverables, or you want suppliers to recommend the design, an RFQ will produce guesses. In that case, start with a short RFI or a paid discovery phase, then issue an RFQ once the scope is clear. The same principle appears in our guide to choosing an industrial automation company, where defining the scope first prevents change orders later.

What to Include in an Engineering RFQ

Every strong RFQ answers the same questions for the supplier:

1. What exactly do you need? Scope, deliverables, and exclusions.
2. To what standard? Codes, specifications, tolerances, and software or file formats.
3. Where and when? Location, schedule, and key dates.
4. Who can do it? Required licenses, certifications, insurance, and experience.
5. On what terms? Payment, warranty, ownership of work, and change orders.
6. How will you decide? Evaluation criteria and weighting.
7. How should they reply? Format, deadline, and contact.

The template below turns these into fill-in fields.

Engineering RFQ Template (Copy and Paste)

Copy everything below into your own document and replace the [bracketed text]. Delete any section that does not apply. Use Part 1 for every RFQ, then add the part that matches your project type.

Part 1: Core Sections (Use for Every RFQ)

1. Project and RFQ details

• Project name: [Project name]
• RFQ reference number: [RFQ-YYYY-###]
• Issued by: [Company name]
• Contact for questions: [Name, title, email, phone]

2. Key dates

• RFQ issue date: [Date]
• Deadline for supplier questions: [Date]
• Quotation due: [Date, time, time zone]
• Quote must remain valid for: [e.g., 60 days]
• Expected award date: [Date]
• Expected start date: [Date]

3. Background
[Two to four sentences describing the project, the building or product, the purpose, and any context suppliers should know.]

4. Scope of work

• Included: [List the work you want priced]
• Excluded: [List what is not part of this request]
• Assumptions: [e.g., access provided, existing drawings available, client furnishes data]

5. Deliverables

• [Deliverable 1, format, quantity]
• [Deliverable 2, format, quantity]
• [Deliverable 3, format, quantity]

6. Technical requirements and standards

• Codes and standards: [e.g., local building code, ASME, ISO, UL, CSA, BS EN]
• Specifications and drawings attached: [List file names and revision numbers]
• Software and file formats: [e.g., Revit 20XX, AutoCAD, IFC, PDF, native files]
• Tolerances or performance requirements: [Details]

7. Location and access

• Site or delivery address: [Address]
• Access constraints, security, or working-hours limits: [Details]

8. Schedule and milestones

• [Milestone 1 and date]
• [Milestone 2 and date]
• [Final delivery or completion date]

9. Supplier qualifications

• Licenses required: [e.g., PE in the state of the project, P.Eng in the province, CEng or IEng in the UK]
• Certifications: [e.g., ISO 9001, CSIA, MCS]
• Insurance: [e.g., professional liability of at least $X, general liability]
• Experience: [e.g., three similar projects in the past five years]
• References: [Number of references required]

10. Commercial terms

• Currency: [USD, GBP, CAD]
• Pricing format required: [Fixed price / unit price / time and materials with a not-to-exceed cap]
• Payment terms: [e.g., milestone payments, net 30]
• Taxes: [Included or excluded]
• Expenses and travel: [Included or reimbursed at cost]
• Warranty: [Period and scope]
• Ownership of work product: [Buyer owns deliverables and native files]
• Changes: [Written change order required before extra work]
• Confidentiality: [NDA attached / required before release of drawings]

11. Evaluation criteria
Quotes will be evaluated on: technical fit [%], price [%], schedule [%], experience and references [%], and terms and risk [%].

12. Submission instructions

• Send quotes to: [Email or portal] with the subject line: [RFQ reference – Supplier name]
• Format: [PDF, using the response form in Part 5]
• Late or incomplete quotes: [May not be considered]

13. Conditions
This RFQ is a request for pricing and does not commit [Company] to award a contract. Each supplier bears its own cost of preparing a quote. [Company] may accept or reject any quote, and may request clarifications. Answers to supplier questions will be shared with all invited suppliers.

Part 2: Add-On for Engineering Services (Design, Analysis, Drafting, Inspection)

• Design basis or brief: [Summary of requirements, loads, performance targets]
• Disciplines in scope: [Structural / electrical / mechanical / civil / BIM / other]
• Review rounds included: [Number] and how extra rounds are priced: [Hourly rate or fixed fee]
• Site visits included: [Number]
• Sealed or stamped deliverables required: [Yes/No, and the jurisdiction]
• Key personnel: [Names, roles, and licenses of the people who will do the work]
• Subconsultants: [Allowed with approval / not allowed]
• Quality control process: [Describe checks or ask the supplier to describe]
• Rates for out-of-scope work: [Please list hourly rates by role]

Part 3: Add-On for Manufactured Parts and Equipment

• Part numbers and drawing revisions: [List]
• Material and finish specifications: [Details]
• Quantities: [Initial order, annual volume, and price break quantities requested]
• Tolerances and critical dimensions: [Details]
• Inspection, testing, and documents required: [e.g., inspection reports, material certificates, certificates of conformance]
• Samples or first article required: [Yes/No]
• Packaging and labeling: [Requirements]
• Delivery terms: [Delivery location and, for international orders, the trade terms you want quoted]
• Lead time: [Required date or maximum weeks]
• Tooling and fixtures: [Who pays and who owns]
• Warranty and returns: [Terms]

Part 4: Add-On for Construction and Site Works

• Site address and conditions: [Details]
• Drawings and specifications issued: [List with revisions]
• Permits and approvals: [Who is responsible]
• Safety requirements: [Site rules, training, reporting]
• Working hours and access: [Details]
• Insurance and bonding: [Requirements]
• Subcontractors: [Rules for using subcontractors]
• Retention or holdback, if any: [Terms]
• As-built documentation: [Requirements]
• Cleanup and handover: [Requirements]

Part 5: Quotation Response Form (Suppliers Complete This)

Short Cover Email to Send With Your RFQ

Subject: RFQ [reference number] – [Project name] – quote due [date]

Hello [Name],

We are inviting a small group of qualified suppliers to quote on [project name]. The attached RFQ describes the scope, deliverables, schedule, and the format we would like you to use.

Please send any questions by [date]. We will share answers with all invited suppliers. Quotes are due by [time, date, time zone].

If you are not able to quote, a short reply would be appreciated.

Thank you,
[Name, title, company, phone]

How to Compare Quotes: A Simple Scoring Sheet

Once quotes arrive, score each one against the criteria you stated in the RFQ. Give each criterion a score from 1 to 5, multiply by the weight, and add up the totals.

Adjust the weights to your priorities. Before you score, line up what each quote includes and excludes, since a low price often hides missing scope. If you need a deeper comparison method, our guides on choosing a BIM modeling company and hiring a structural engineering firm show how to compare proposals on more than price.

Example: A Filled-In Mini RFQ

Here is how the core fields look when completed for a small structural job.

• Project name: Mezzanine addition, 4,200 sq ft warehouse
• RFQ reference: RFQ-2026-014
• Quotation due: December 10, 2026, 5:00 p.m. Central Time
• Quote validity: 60 days
• Scope included: Structural design of a steel mezzanine, foundation checks, calculations, and sealed drawings for permit
• Scope excluded: Architectural layout, fabrication, and installation
• Deliverables: Sealed drawings (PDF and native CAD), calculation package, one round of permit comments
• Standards: Local adopted building code and AISC specifications
• Qualifications: PE licensed in the state of the project, professional liability insurance, two similar projects
• Pricing format: Fixed price, with hourly rates for out-of-scope work
• Evaluation: Technical fit 35%, price 25%, experience 20%, schedule 20%

A request this specific lets four engineering firms price the same job, and the answers will be easy to compare.

8 Common RFQ Mistakes

1. Vague scope. “Design the structure” invites guesses. List deliverables.
2. Missing drawings or data. Attach everything suppliers need to price accurately.
3. Unrealistic deadlines. Rushed quotes carry extra contingency, or no quote at all.
4. No evaluation criteria. Suppliers do not know what matters, and you have no way to defend the decision.
5. Ignoring licensing. Check who must hold a license to seal the work. Our guide on P.Eng vs PE vs CEng explains the differences.
6. Choosing on price alone. The lowest quote may exclude important items.
7. Unequal information. If you answer one supplier’s question, share the answer with everyone.
8. No validity period. Without one, prices may change before you decide.

How Many Suppliers Should You Invite, and for How Long?

Many buyers invite three to five qualified suppliers. Fewer than three weakens competition. More than five creates extra work for you and may lower the quality of responses. As a rule of thumb, give simple scopes about one to two weeks to respond and complex projects longer, and keep a clear question deadline so everyone works from the same information.

Quote costs money to prepare. If the scope is large and you expect only a few serious bidders, consider a short pre-qualification step first.

Where to Find Suppliers to Send Your RFQ To

A directory helps you build a shortlist faster. Engineers Mirror lists 809 companies across 42 categories and 7 countries at the time of writing, and you can browse by category, location, and specialty. Useful starting points include Structural Design, BIM Modeling, Control Systems, Renewable Energy, and Mechanical CAD, along with companies in the United States and the United Kingdom.

For cost context before you set a budget, see our guides on structural engineer cost in the UK and solar engineering cost. For Texas projects, our guide to structural engineering companies in Houston shows what to check before hiring.

Prefer to send one brief and let providers come to you? Use the project form on the Engineers Mirror homepage. Pick the service you need, choose a budget range and timeline, and paste a short summary of your RFQ into the project details. It is free for buyers, and providers reply to you directly.

A listing is not an endorsement, so always verify licenses, insurance, and references before you award work.

If you run an engineering company, you can list your company for free, claim your listing, or look at the Featured plans to get more project requests.

Final Thoughts on Using an Engineering RFQ Template

A good engineering RFQ template does three things. It makes suppliers price the same scope, it saves you from hidden exclusions, and it gives you a clear, fair way to choose. The time you spend writing a specific request is far less than the time you will spend untangling mismatched quotes.

Start with Part 1, add the section that fits your project, and send it to a small group of qualified suppliers. Score the replies against your stated criteria, check licenses and references, and agree the contract terms in writing before work begins. For large or high-risk projects, have a lawyer review the commercial terms.

Ready to send your RFQ? Browse providers on Engineers Mirror, or share your project brief and let the right companies come to you.

Frequently Asked Questions

What is an engineering RFQ?

An engineering RFQ is a request for quotation. It asks suppliers or engineering firms to price a clearly defined scope of work, such as design services, manufactured parts, or construction. It is used when your requirements are already clear and you mainly want to compare price, lead time, and terms.

What is the difference between an RFQ and an RFP?

An RFQ asks for prices on a defined scope. An RFP asks suppliers to propose a solution and an approach, and is used when you have a problem but not a defined answer. If your scope is clear, use an RFQ. If you need ideas, use an RFP.

What should an RFQ include?

A clear scope and deliverables, technical requirements and standards, location and schedule, supplier qualifications, commercial terms, evaluation criteria, and submission instructions. The template above covers each of these with fill-in fields.

How many suppliers should I send an RFQ to?

Many buyers invite three to five qualified suppliers. That is enough to create competition without overwhelming your team or lowering response quality.

Is a quotation legally binding?

It depends on the wording and the jurisdiction. In many procurement systems, a quotation is a price statement and not an offer that you can accept to create a binding contract by itself. Always confirm terms in a written agreement, and ask a lawyer to review contracts for larger projects.

Can I use this RFQ template for any type of engineering project?

Yes, with small changes. Use Part 1 for every project and add the part that matches your work: services, manufactured parts, or construction. Delete any fields that do not apply, and add project-specific requirements as needed.