About the RFQ Generator

When to use an RFQ instead of an RFI or RFP

The RFQ Generator is designed for situations where you know exactly what you need to purchase and you want suppliers to compete primarily on price and commercial terms.

Use this tool when:

• Your requirements for goods, services, or both are already well defined.
• You can describe clear specifications, quantities, and schedules.
• You want like for like quotations that are easy to compare.
• Cost is the main decision factor once suppliers meet your mandatory requirements.

If you are still exploring the market or are not sure what a solution should look like, start with an RFI or an RFP instead.

What the RFQ Generator creates

The generator produces a structured RFQ text document that you can copy, download as plain text or Markdown, or print to PDF. It follows a logical flow from administrative details through scope and pricing.

Core sections included

• Administrative and submission information with contact details and deadlines.
• Statement of need that explains what you are purchasing and why.
• Scope of work and requirements for goods, services, or both.
• Delivery or performance schedule and acceptance criteria.
• Pricing and commercial terms, including payment, validity, and warranties.
• Mandatory requirements and evaluation approach focused on cost and compliance.
• General terms and reservations that protect your organization.

The text is intentionally neutral and adaptable so you can align it with your own templates, approval processes, and contract language.

How to use the RFQ Generator

1. Confirm that your requirements are clear

Before opening the generator, make sure you can describe the purchase in specific terms. For example:

• Exact products, part numbers, or models.
• Service tasks, deliverables, and expected hours.
• Locations or systems where the work will be performed.
• Any standards, certifications, or policies suppliers must meet.

2. Fill in the administrative and scope fields

Inside the generator, you will see fields for the RFQ title, reference number, organization overview, decision type, and all of the key scope and schedule components.

Required fields are highlighted so that the output remains complete and ready to send once you have inserted your specific details.

3. Define pricing and commercial expectations

The tool helps you capture how you want suppliers to structure their quotations. For example:

• Whether you expect unit and total pricing for each line item.
• How shipping, taxes, and optional items should be shown.
• How long prices must remain valid after submission.
• Any standard payment terms or contract conditions you intend to apply.

4. Generate, export, and adapt

When you select Generate RFQ, the tool builds a single document that you can:

• Copy into an email, document template, or procurement system.
• Download as TXT for editing in a word processor.
• Download as Markdown for use in a text editor or repository.
• Print or save to PDF using your browser print dialog.

After generation, you can refine the language, add any organization specific clauses, and route the RFQ for internal review before sending it to suppliers.

Tips for clearer and more competitive quotations

A clear RFQ gives suppliers less room to guess and more room to compete on price and quality. Consider the following practices:

• Keep specifications unambiguous so all suppliers are quoting the same thing.
• Separate mandatory requirements from nice to have items.
• Make deadlines specific and list the time zone.
• Explain how you will treat alternative options or value add proposals.
• Use a consistent subject line and reference number in all communications.

Over time, you can reuse parts of the generated RFQs as standard language for your organization so each new procurement round takes less effort.

Data privacy and storage

The RFQ Generator runs entirely in your browser. Information you enter stays on your device while the page is open. The tool does not send RFQ content, pricing expectations, or supplier information to external servers.

If you paste generated text into email, shared documents, or third party procurement portals, those systems will have their own privacy, security, and retention practices. Always follow your internal policies and any applicable regulations when handling supplier or pricing information.