RFQ Readiness Checker: Is Your Package Ready to Send?

An incomplete RFQ is the fastest way to receive padded pricing or no quote at all. When suppliers receive inquiries with missing files, unspecified tolerances, or ambiguous volumes, they either price conservatively to cover assumptions or decline to bid.

This checklist serves as a pre-send verification gate. Use the RFQ Template to structure your documentation; use this checklist to verify the package is executable before sending it. For an interactive version, use the RFQ Readiness Scorer.

1. Files & Geometry

• 3D CAD Model Attached: STEP (.step / .stp) format is generally preferred. Native CAD files are only acceptable if the supplier explicitly confirms compatibility.
• 2D Drawing Included: Mandatory if any dimension has a specific tolerance requirement beyond a standard block tolerance.
• DFM Variables Visible: Wall thickness, draft angles, and undercuts must be physically modeled or explicitly called out in drawing notes to prevent immediate design-for-manufacturing (DFM) delays.
• Revision Control: The 3D model and 2D drawing share identical, current revision levels.

2. Material Specifications

• Exact Resin Grade: Specify the exact family, grade, and any required fillers/modifiers (e.g., “Lexan 940 Polycarbonate,” not just “PC”).
• Approved Substitutes: Note acceptable alternatives to mitigate supply chain delays or cost risks on the primary grade.
• Color Requirements: State if the part is as-molded (natural/unpigmented) or specify a precise color standard (e.g., Pantone, RAL) or target match.
• Regulatory Compliance: Explicitly state if the resin requires food contact (FDA), medical (USP Class VI), RoHS, or specific UL flame ratings.

3. Volume and Scheduling

• Estimated Annual Usage (EAU): The total projected annual volume. Suppliers use this to determine optimal tooling cavitation and steel type.
• First Order Quantity: The volume required for the initial production run.
• Target Dates: Define separate deadlines for First Article Samples (T1) and full production parts.
• Program Intent: State whether the RFQ is for prototyping, bridge tooling, or long-term production.

4. Tolerances and Quality Requirements

• Critical-to-Function (CTF) Dimensions: Flagged on the 2D drawing with specific tolerances.
• Cosmetic Standards: Define surface finish (e.g., SPI standards, Mold-Tech textures), acceptable witness marks (e.g., gate vestige, ejector pins), and clearly demarcate A-surfaces.
• Acceptance Criteria: Cite specific inspection standards (e.g., “visual inspection at 18 inches for 10 seconds”) rather than vague terms like “high quality.”
• Part Classification: Indicate if the component is structural, cosmetic, functional, or medical, as this dictates the supplier’s required quality control procedures.

5. Tooling Scope

• Tooling Ownership: Explicitly state whether the buyer or the supplier retains legal ownership of the mold.
• Quote Structure: Specify whether you need pricing for tooling only, parts only, or a complete package.
• Cavitation Preference: Note if you require a specific cavity count, or explicitly state that the supplier should recommend cavitation based on EAU.
• Target Tooling Budget: Optional, but providing a range focuses the supplier on realistic mold classes rather than over-engineering the proposal.

6. Commercial Terms

• Incoterms and Delivery: Define the delivery terms (e.g., DDP, FOB) and destination, particularly for offshore sourcing.
• Payment Terms: State requirements upfront if they deviate from standard terms.
• Non-Disclosure Agreement (NDA): Confirm an NDA is executed if proprietary geometry is shared.
• Cost Breakdown: Specify if you require tooling, piece price, and secondary operations to be itemized.

Pre-Send Decision

• Send: All critical sections are complete; the supplier can quote the program accurately without guessing.
• Send Conditionally: If gaps exist, attach a cover sheet detailing exactly what is unknown (e.g., “EAU is TBD, quote based on 10,000 units/year”) to allow conditional pricing.
• Hold: If 3D files, materials, or EAU are missing, do not send the RFQ. Any quote generated will be functionally meaningless.

Disclaimer

PlasticsTechnologyAlliance.com is an independent buyer resource. It does not manufacture parts, match suppliers, or guarantee quotes. RFQ requirements vary by supplier, part type, and industry; verify requirements with specific suppliers before sending.