Procurement & Vendor · Word template
Free Request for Quote (RFQ) Template
A fleet request-for-quote template that spells out exactly what you're buying, the quantities, and the terms, so every vendor quotes against the same scope and the responses are genuinely comparable. Use it alongside our fleet calculators to size the costs this template tracks, or browse fleet management software when you are ready to automate the workflow. See all downloads in the template library, and check the fleet glossary for any unfamiliar terms.
Built and reviewed by the FleetOpsClub research team. Preview it free below.
- A buyer/contact header and a clear RFQ number for tracking responses
- An itemized specification section so vendors quote the same parts, vehicles, or services
- Quantity, delivery, and terms fields that set the commercial ground rules
- A response section for unit price, lead time, warranty, and validity period
- Editable CSV. Yours to keep
- Print or save as PDF
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How to use it
- 1
Fill the header with your company, contact, RFQ number, and the response deadline.
- 2
Specify each item precisely (part number, spec, or service scope) with quantities.
- 3
State delivery requirements, payment terms, and any compliance conditions.
- 4
Send the same RFQ to each shortlisted vendor so responses are directly comparable.
- 5
Collect the completed response sections and feed them into your vendor scorecard.
What's inside
- A buyer/contact header and a clear RFQ number for tracking responses
- An itemized specification section so vendors quote the same parts, vehicles, or services
- Quantity, delivery, and terms fields that set the commercial ground rules
- A response section for unit price, lead time, warranty, and validity period
- An editable Word layout you can brand and reuse for every solicitation
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
Request for Quote (RFQ) Template
RFQ Header
- Company name & address
- Buyer / contact name
- RFQ number
- Date issued
- Response deadline
Items Requested
+4 more fields in this section
Terms & Conditions
+4 more fields in this section
Vendor Response (to be completed by supplier)
+5 more fields in this section
Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
A request for quote (RFQ) is a document a buyer sends to suppliers asking for pricing on clearly specified items or services. Because every vendor quotes against the same scope and quantities, the responses can be compared like for like.
An RFQ is used when you know exactly what you need and mainly want price and terms: parts, tires, a known vehicle spec. An RFP (request for proposal) is used for more complex purchases where you want vendors to propose a solution, not just a price.
Vague specifications produce quotes that aren't comparable: one vendor prices a premium part, another a budget one. Precise part numbers, specs, and quantities force every vendor to quote the same thing, which is the whole point.
Once you've collected and compared quotes, often via a vendor scorecard, you select a supplier and issue a purchase order referencing the agreed price, quantity, and terms. The RFQ defines the deal; the PO commits to it.