How to Write an RFQ for Electronic Components (Template and Checklist)
By All Chip Supply · Published
A request for quotation (RFQ) is how most business buyers source chips and electronic components beyond what they can buy from a catalog. A clear RFQ gets you faster, more accurate and easier-to-compare quotes. A vague one gets you guesses, follow-up questions and surprises after you place the order. This guide explains what to include, gives you a template you can copy, and shows how to compare the quotes you get back.
Why the details matter
Many components exist in dozens of variants that share a base name. An STM32H743 microcontroller, for example, is sold in several packages, temperature grades and packaging types, each with its own ordering code. Server memory and network adapters have the same issue: a small difference in suffix can mean a different speed, bracket or feature set. When an RFQ only says "STM32H743" or "64GB DDR5", the supplier has to guess, and the quote may not match what you actually need.
What to include in every RFQ
1. Full manufacturer part number (MPN)
Give the complete ordering code from the manufacturer's datasheet, including package and packaging suffixes, for example STM32H743VIT6 rather than STM32H743. If you will accept alternatives, say so and list them. Our guide on how to read a chip datasheet explains where to find the ordering information.
2. Manufacturer
Some part numbers are used by more than one manufacturer, especially for generic logic and passive parts. Name the manufacturer you need.
3. Quantity, and quantity breaks
State the exact quantity. If you might buy more, ask for prices at two or three quantities (for example 100, 500 and 1,000). Suppliers often price differently at reel or tray quantities.
4. Packaging
Say whether you need full reels, cut tape, trays or tubes. Production lines with pick-and-place machines usually need reels or trays; prototype work can use cut tape.
5. Condition
Specify new factory-sealed parts, or whether refurbished or pulled parts are acceptable. For servers and networking, refurbished hardware can be a valid option; for production electronics, most buyers require new parts.
6. Date code requirements
Many buyers require parts manufactured within a certain period, often stated as "date code within two years". If you have a requirement, include it. If you do not, ask the supplier to state the date code on the quote.
7. Documentation
List the documents you need with the shipment, such as a certificate of conformance, manufacturer or distributor traceability, test reports for independent-market parts, or RoHS and REACH declarations.
8. Target delivery date and destination
Give the delivery country and city, required delivery date and preferred shipping terms (Incoterms such as EXW, FCA or DAP). Delivery country affects shipping cost, duties and, for some products, export regulations.
9. Target price (optional)
A target price can speed things up, because suppliers can tell you quickly whether they can meet it. Share it only if you are comfortable doing so.
10. End use for regulated products
Some products, including certain high-performance processors, GPUs and networking equipment, are controlled by export regulations. For these, suppliers will need the end user, end use and destination before they can quote or ship. Providing this up front avoids delays.
A copy-ready RFQ template
Use this as the body of your email or quote form:
> Company: [name, country] > Contact: [name, email, phone] > > | MPN | Manufacturer | Qty | Packaging | Condition | Date code | > |---|---|---|---|---|---| > | [full part number] | [manufacturer] | [qty] | [reel/tray/cut tape] | [new/refurbished] | [e.g. within 2 years] | > > Alternates accepted: [yes/no, list] > Documents required: [CoC, traceability, test report] > Delivery: [country, city], by [date], Incoterms [e.g. DAP] > Target price: [optional] > Quote valid for: please state validity period
A spreadsheet works well for a bill of materials (BOM) with many lines. Keep one line per part number and include the same columns.
How to compare the quotes you get back
The lowest unit price is not always the best quote. Put every quote into the same table and compare:
- Unit price and total, including any minimum order or packaging requirements
- Condition and source: new from authorized channels, new from the independent market, or refurbished
- Date code offered
- Lead time: in stock, or weeks until shipment
- Shipping, duties and taxes: included or extra
- Quote validity: component prices move, and many quotes are valid only for a few days
- Payment terms and any deposit required
- Warranty or return terms, especially for independent-market and refurbished parts
If one quote is far below the others for a hard-to-find part, treat that as a reason to check more carefully, not less. Our guide on how to avoid counterfeit chips explains the warning signs and the inspection steps.
Common RFQ mistakes
- Leaving out suffixes, which leads to quotes for the wrong package or grade
- Asking for "best price" without a quantity, which gets you list prices
- No delivery country, so shipping and duties are missing from the quote
- No date code or condition requirement, then rejecting parts on arrival
- Sending one huge BOM to many suppliers without priorities: mark the critical, hard-to-find lines so suppliers focus on them
What to do when a part is hard to find
If no supplier can quote a part, ask whether it is end of life (EOL) and look for form-fit-function alternates. Our guide to lead times and obsolete parts and our article on how to source hard-to-find semiconductors walk through the options.
Send your RFQ to All Chip Supply
All Chip Supply quotes server CPUs, DDR5 memory, network adapters, microcontrollers, power ICs and other electronic components for business buyers worldwide. Send your part numbers, quantities and delivery country through our quote request form, or email supply@allchipsupply.com. Each quote states price, condition, date code where available and lead time before you order.