RFQ Essentials
A manufacturing quotation is only as reliable as the project definition behind it. A 3D model may describe the nominal shape, but it does not automatically communicate material standards, critical interfaces, appearance, inspection, assembly, packaging, or demand. Missing information forces assumptions, and different suppliers may make different assumptions.
Use this checklist for die casting, CNC machining, secondary operations, or a complete cast-machine-finish-assemble route. Not every item applies to every project; mark non-applicable items and identify decisions that remain open.
1. Engineering Files
Send the available engineering package rather than limiting the request to a “CAD file.” Useful inputs may include:
- Native or neutral 3D model suitable for geometry review
- Controlled 2D drawing with revision, units, tolerances, and datum system
- Assembly drawing, interface-control drawing, or mating-component information
- Bill of materials for inserts, purchased parts, fasteners, seals, and labels
- Finish, test, packaging, or customer-specific specifications
- Reference samples or approved visual standards where relevant
Confirm that the model and drawing represent the same revision. If they conflict, state which document governs and how discrepancies should be resolved.
2. Function & Operating Environment
Explain what the component does and which failures matter. Identify structural loading, motion, sealing, pressure, temperature, corrosion, chemicals, outdoor exposure, cleanliness, electrical contact, thermal transfer, cosmetic visibility, or other relevant conditions.
This context helps the engineering team interpret tolerances and suggest a practical route. It does not replace the controlled specification, but it prevents a quote based only on shape.
3. Volume & Demand
Provide prototype quantity, first build, normal order size, expected annual demand, peak requirement, and program duration where known. State whether the design is stable or still under validation.
Demand influences the comparison between machining and dedicated tooling, cavity and fixture strategy, inspection frequency, purchased-component planning, packaging, and capacity review. If forecast confidence is low, provide a range and request alternative routes.
4. Material definition
Specify the material standard, grade, condition, and any approved alternatives. If the exact grade is undecided, describe the required strength, mass, corrosion, thermal, electrical, machining, finishing, and service-temperature behavior.
List certificate, traceability, restricted-substance, recycled-content, or source-approval requirements. Do not assume that alloy names from different standards are exact equivalents.
5. Critical Features & Acceptance
Highlight characteristics that control fit, alignment, motion, sealing, safety, or downstream assembly. Include datum references, fits, geometric tolerances, surface roughness, thread requirements, leak criteria, and any free-state or restrained-state measurement condition.
Separate critical characteristics from general dimensions. If every dimension is marked as equally critical, the quotation may include unnecessary process and inspection effort without improving function.
6. Casting & Tooling Requirements
For a die casting project, identify permitted parting-line witness, ejector marks, gate or overflow vestige, cosmetic zones, and features intended for machining. State tool-ownership, storage, maintenance, spare, transfer, and engineering-change expectations if they are governed by purchasing policy.
Ask for a DFM review before steel release. Expected outputs may include the proposed opening and parting strategy, slides and cores, filling and venting concept, ejection, thermal approach, machining stock, trim, risks, and open points. Define who has authority to approve the final tool design and samples.
7. CNC Requirements
Identify features that require machining and their relationship to cast or stock surfaces. Provide intentional machining stock where controlled by the design. Mark critical bores, sealing faces, bearing seats, threads, pockets, burr-sensitive intersections, and areas where clamping marks are not permitted.
If a specific machining process is mandatory, explain the governing reason. Otherwise, allow the manufacturing review to choose the setup and equipment based on access, feature relationships, quantity, and risk.
8. Surface Finish & Appearance
Specify the finish system, governing standard, color, gloss, texture, cosmetic zones, masking, plugging, contact points, marking, and whether dimensions apply before or after coating. Describe the required function—corrosion, wear, electrical behavior, cleanability, adhesion, or appearance.
Include visual acceptance conditions and approved samples if appearance matters. State required coating, adhesion, corrosion, color, roughness, or cleanliness tests and the associated acceptance criteria.
9. Quality evidence
List required incoming documents, first-article report, ballooned drawing, dimensional results, material certificates, process certificates, capability evidence, traceability, functional tests, retained samples, or shipment reports.
For each special test, define the method, sample frequency, acceptance criterion, and report format. “Full inspection” can mean different things; a characteristic-level plan is clearer.
10. Assembly & Purchased Components
Provide the assembly drawing, BOM, component revisions, approved sources, substitutions policy, work instructions, joining specification, torque or insertion-force limits, adhesives, curing requirements, tests, and mistake-proofing needs.
Define whether the delivered item is a loose part, ready-to-assemble component, tested subassembly, or finished packed product. Include labels, serial or lot identification, firmware or electrical requirements if applicable, and responsibility for customer-supplied components.
11. Packaging & Delivery
State cleanliness, corrosion protection, cosmetic protection, orientation, tray, bag, separator, pallet, barcode, label, batch separation, and returnable-packaging requirements. Provide destination, shipping frequency, required documents, and any storage-life concern.
Packaging should protect the accepted condition. A part that meets drawing requirements at final inspection can still fail if threads, sealing faces, coatings, or delicate geometry are damaged in transit.
12. Commercial Requirements
Identify quotation currency, delivery terms, tooling breakdown, sample quantity, expected milestones, validity, payment assumptions, and required cost separation. Request clear inclusions, exclusions, and open points.
If confidentiality is required, establish the approved secure file-transfer and NDA process before sending controlled information. Define technical and commercial contacts, response dates, and the authority for drawing or scope changes.
Quotation Deliverables
The response should reference the correct revision and state the proposed process, material, tooling and secondary-operation scope, inspection records, finishing, assembly, packaging, assumptions, exclusions, and unresolved technical questions. Alternatives should explain their impact rather than appear as unexplained price options.
A complete RFQ identifies technical questions early and provides a consistent basis for comparing manufacturing scope, quality requirements and total delivered cost.