A machining RFQ should include a part list with revisions, PDF drawings and STEP models, material and finish specifications, quantity breaks, quality and documentation requirements, and commercial terms such as delivery date and ship-to. When every shop receives the same complete package, quotes come back faster and can be compared line by line.
Knowing how to write a machining RFQ saves time for both buyer and supplier. Incomplete RFQs lead to questions, assumptions, and quotes that are not comparable. This page gives a structure you can reuse for any machined part package.
How to write a machining RFQ: the six sections
1. Header and contacts
Include your company, RFQ number, issue date, response due date, a purchasing contact, and a technical contact who can answer drawing questions. A named technical contact shortens the quoting cycle more than any other single item.
2. Part list
List every part in a table so the supplier can quote line by line and you can compare responses.
| Line | Part number | Rev | Description | Material | Finish | Quantities |
|---|---|---|---|---|---|---|
| 1 | 12345-01 | C | Shaft, drive | 4140 HT, 28-32 HRC | Black oxide | 10 / 50 / 250 |
| 2 | 12346-02 | B | Housing, bearing | 6061-T6 | Type II anodize, black | 5 / 25 / 100 |
| 3 | 12347-01 | A | Pin, locating | 17-4 PH H1150 | Passivate | 100 / 500 / 2,000 |
This table is an example format. Your part numbers and specifications will differ.
3. Technical data package
- PDF drawing for each part at the stated revision
- STEP model for each part, same revision
- Referenced specifications for material, finish, and heat treat
- Notes on critical characteristics or key features
4. Quality requirements
- Inspection level: first piece, sampling plan, or 100 percent on critical features
- First article inspection, and whether AS9102 format is required
- CMM reports or other dimensional documentation
- Material certifications and heat-lot traceability
- Certificate of conformance
- Any quality system expectations for the supplier
5. Commercial terms
- Required delivery date or schedule of releases
- Ship-to address and freight terms
- Packaging and labeling requirements
- Estimated annual usage and contract length, if a blanket order is planned
- Payment terms and purchase order terms and conditions
6. Compliance and flowdowns
List any FAR or DFARS clauses that apply, such as Buy American or DFARS 252.225-7009 specialty metals, plus any restrictions on subcontracting or outside processing locations. Suppliers need these at the RFQ stage because they affect material cost and routing.
How much time to give suppliers
A single part with a complete package can often be quoted within a few business days. A package of twenty or more parts, parts in specialty alloys, or RFQs with flowdown clauses and first article requirements need more time, because the estimator must check material availability and outside processing for each line. Setting a realistic due date produces better quotes than a short deadline that forces suppliers to pad for unknowns or decline to respond.
What to ask suppliers to include in the response
- Unit price at each quantity break
- One-time charges, such as programming or fixtures, shown separately
- Lead time from order, and whether it includes finishing and documentation
- Material and finish assumptions
- Exceptions or clarifications to the drawings or terms
- Quote validity period
Common RFQ mistakes
- Drawings and models at different revisions
- Material called out only as "steel" or "aluminum"
- Finish specified without a specification or class
- No quantity breaks, or unrealistic ones
- Documentation requirements added after quoting
- Response due date too short for the package size
For drawing preparation guidance, see our engineering guides. For the documentation Wexmar can provide, see our inspection and quality page.
Sending your RFQ to Wexmar
Wexmar quotes turned, milled, and Swiss-machined parts in steels, stainless, nickel alloys, aluminum, copper alloys, titanium, and engineered plastics. Our materials page lists specific grades. Single parts can be uploaded to our instant quote tool. Multi-line RFQ packages can be emailed to ron@backwell.com. A human estimator reviews every line and confirms pricing before a firm quote is issued.
Machining RFQ checklist
- Header with RFQ number, due date, and technical contact
- Part list table with revisions and quantity breaks
- Drawings and models, same revision
- Material, finish, and heat treat specifications
- Quality and documentation requirements
- Delivery, freight, and packaging terms
- Applicable flowdown clauses
Getting a quote
For a single part, upload a drawing for an instant estimate. For a full RFQ package, email ron@backwell.com or call (315) 400-2654, Monday through Friday, 7 to 4 Eastern.