A clear building material RFQ helps suppliers quote the same commercial and technical scope. It also gives your team a record of what remains unconfirmed before purchase.
Start with the product reference, then add information that changes price, packing or suitability. A finish photograph alone rarely provides enough information for an export quotation.
Put one product on each RFQ line
Use one row for each model, finish or size that you want priced. This keeps substitutions visible when a supplier cannot offer the exact reference.
Our product catalog shows model references and listed information. Treat any missing dimension, document or commercial field as a question for the written quotation.
| RFQ field | What to record |
|---|---|
| Product reference | Category, model code and original finish reference |
| Construction | Material or layer information for the exact model |
| Dimensions | Overall size, thickness, length and effective coverage |
| Quantity | Pieces, cartons, rolls or area with the unit stated |
| Application | Room, wall, ceiling, exterior or other intended use |
| Finish | Color, texture, gloss and approved sample status |
Do not combine different constructions under a single generic name. Similar appearances can still require different installation, packing or documentation.
Separate requirements from open questions
Mark each RFQ field as confirmed, preferred or still open. This prevents a supplier assumption from becoming an accidental customer promise.
For example, you can confirm a model code while leaving documents or lead time open. Ask the supplier to answer those items against the same model and finish.
| Status | Example wording | Follow-up action |
|---|---|---|
| Confirmed | Quote model SC-2502, white finish | Keep the field unchanged |
| Preferred | Target delivery in November | Ask for the earliest feasible date |
| Open | Need an applicable document | Request document name and scope |
| Excluded | No mixed cartons | Ask the supplier to confirm the rule |
This simple status system helps your purchasing team compare responses consistently. It also makes a later quote revision easier to audit.
Include order units and packaging
State whether your quantity means pieces, cartons, rolls, linear meters or square meters. Ask the supplier to confirm the conversion basis and any difference between nominal and useful coverage.
Packaging needs its own line because protection, retail packs and carton counts affect freight. Use the packaging and shipping guide to identify logistics questions.
Keep the quotation unit visible. Pieces, cartons, rolls and square meters cannot be compared until their basis is confirmed.
Carton quantity is not the same as minimum order quantity. Request MOQ by model, finish, length and packaging version.
Make delivery terms comparable
Give every bidder the same destination, named location and requested delivery window. Ask which charges remain outside the quoted scope.
Record quotation currency, validity and the date when production timing starts. A price comparison without these fields can create a false saving.
State the application without making a performance claim
Tell the supplier where the material will be used and what the project professional requires. Do not turn the application description into an unsupported rating.
Fire, emissions, acoustic and exterior requirements need exact evidence. Product names and room photographs do not establish compliance.
Ask for the report identifier, tested construction, method and limitations when a document matters. Keep those answers attached to the exact model and intended assembly.
Send the brief through a reviewable channel
Keep the model schedule in the message so the inquiry remains understandable without an attachment. Attach drawings or artwork only when the receiving team can review them.
Use our project inquiry form to send references, quantities and destination. We can help identify which product facts still require written confirmation.
Questions buyers ask
Can I send only a product photograph for a quote?
You can use it as a starting reference, but a photograph does not define construction or quantity. Add a model code, dimensions, application and destination whenever possible.
Should every supplier receive the same RFQ?
Yes, a shared scope makes comparisons more reliable. Record any supplier exception beside the quote instead of changing your baseline silently.
Does an RFQ response confirm final suitability?
No, a quotation is a commercial response rather than project approval. Have the responsible professional review the selected product and installation system.