The essentials
Use one row for each requested part and specification. Include the reference or description, quantity and unit, vehicle details and destination. Mark uncertain information “to confirm” instead of filling gaps with guesses.
FREE WORKSHEET
Start with a blank RFQ template
One row per part. Keep references and chassis codes as text to preserve leading zeros.
Blank template · Includes vehicle details, quantity, destination and open questions.
THE PROCESS
Work through the details
Create one line per requirement.
Separate different vehicles, positions and specifications, even when the part descriptions look similar. Give every line an item ID so photos, supplier questions and quotation replies can refer to the same requirement.
Record what you know.
Include the requested OE reference, its source, the part description, make and model, year, engine and chassis details where available. Keep front/rear and left/right explicit when relevant. Save reference numbers as text so spreadsheet software does not remove leading zeros.
State quantity and destination.
Write both the quantity and unit: for example, 20 sets rather than 20. Include the destination country. Put different destinations on separate lines or clearly explain how the order should be split.
Label photos and open questions.
Name photos using the item ID, such as item-01-label.jpg. Show the complete part and readable markings. Keep unknown references, position and specifications marked “to confirm”.
Add order-level requirements.
Describe packaging preferences, proposed timing and any request for alternatives or consolidated shipment. These are requirements to discuss, not confirmed supply terms. Send the completed list through the quote form.
PUT IT INTO PRACTICE
Example format
Use consistent identifiers so each line is easy to follow.
| Item | Part / reference | Vehicle details | Quantity | Open question |
|---|---|---|---|---|
| 01 | Brake pads / to confirm | Toyota; year and chassis to confirm | 20 sets | Confirm front or rear position |
| 02 | Oil filter / buyer to provide label photo | Vehicle details to follow | 30 pieces | Verify reference before quotation |
FINAL CHECK
Before you send your request
Tick each item as you review. Checks stay on this page until you leave.
NEED TO KNOW
Common questions
Can I use this template for other makes?
Yes. Enter the make and vehicle details on each row. Mixed makes and categories can share one list, subject to review of the actual requirements.
Do I need every OE reference before contacting you?
No. Include a description, labelled photos and the vehicle information you have. Missing details can be clarified before a quotation.
Does sending the template confirm an order?
No. Product specification, availability, price and order terms still need review and agreement.
Put your list to work.
Send your references, quantities and open questions to our sourcing team.
