How to write an RFQ that gets a useful answer

Start with the exact identity

Use the complete manufacturer part number and manufacturer from your approved BOM, including every suffix — LM2596S-3.3/NOPB and LM2596S-ADJ/NOPB are different orderable devices. Do not shorten an ordering code to a family name: STM32F103C8T6 names one exact device. RFQs stall when a buyer writes a family name and suppliers quote different voltage variants of it — the fix is one line: the full ordering code on every line from the start. If you start from a Sourceics product record, check that the displayed ordering code matches your requirement before adding it to the RFQ.

• Keep different ordering codes on separate lines, even when they belong to the same family.
• Include the manufacturer; a similar code from another brand is not automatically the same part.
• If the exact code is not listed, send it for sourcing review rather than selecting a nearby search result.

What slows a quotation down most

A quotation slows down whenever the supplier has to ask a question before quoting. The questions repeat across RFQs: an ordering code that matches no manufacturer listing, a missing quantity or delivery date, no stated rule on substitutes, and a target price with no currency attached. Each one costs a clarification round; the sections below close all four before you submit.

Add the fields that change the offer

Each line item is a small specification, and the fields below are the ones that change the offer. Enter a positive whole-number quantity for each line. Add package, requested date-code range and target price where relevant. For parts with several package codes such as LM317DCY, the package is part of the identity. These are your requirements, not a claim that a matching lot or price is available. Keep required conditions separate from preferences so the sourcing team can identify what needs confirmation. A practical review pattern: buyers who mark every field 'required' get slower answers than buyers who name one or two true non-negotiables — when everything is mandatory, nothing is.

• State the destination and required delivery date, and whether a partial delivery is acceptable.
• Distinguish the device package from the required packing format, such as reel, tray or cut tape.
• Specify any single-lot, date-code, traceability or documentation requirement in the project notes.
• If you give a target price, state the currency and quantity to which it applies.

Use the BOM template for multiple parts

For multi-line requests, importing a file is faster than filling the form for each line. The RFQ workspace accepts XLSX, CSV, TSV and TXT files up to 2 MB. Start with a simple table containing MPN, Quantity, Manufacturer and Package; the downloadable CSV template uses these headings. Replace both demonstration rows with your own requirements before importing. Macro-enabled files are not accepted.

• Use the complete ordering code as text so spreadsheet software does not remove leading characters or alter the value.
• Keep quantities as unit counts, not values such as 2 reels; put packing requirements in the notes.
• After import, check every editable RFQ line against the original BOM before continuing to contact details.
• If a file cannot be read, simplify the table or use the supported delimited-text input. Check the error message instead of assuming the lines were added.

Make alternatives explicit

State whether form-fit-function alternatives are allowed and whether engineering approval is required before quotation — silence on this point is what restarts the quoting cycle. See the alternative-component review guide for the checks involved. If alternates are acceptable, name them per line rather than leaving the choice to the supplier.

Give the sourcing team a usable brief

Use the project notes for the application, non-negotiable requirements and open questions. For example: original ordering code required — e.g. W25Q128JVSIQ; confirm the offered packing format and date code; no substitution without engineering approval. Adapt the brief to your actual requirement rather than leaving demonstration text in the request. A brief that names the application helps the sourcing team judge whether a proposed alternate truly fits.

Review the request and keep its reference

Check the contact email, destination and line quantities before submitting. Keep the RFQ reference shown on the success screen for follow-up. An RFQ is a request for sourcing review, not a purchase order or stock reservation. Confirm the offered material, documentation, price and delivery terms in the quotation before proceeding.

Frequently asked questions

Quick answers to the questions buyers ask most about writing RFQs.

• Q: Is the family name enough, or do I need the full ordering code? A: The full code — suffixes select different orderable devices, and a family name guarantees ambiguity in the quotation.
• Q: Should I include a target price? A: You can, but state the currency and the quantity it applies to. A target price is your requirement, not a claim about the market.
• Q: Can I just upload my BOM spreadsheet? A: Yes — XLSX, CSV, TSV and TXT up to 2 MB work. Enter complete ordering codes as text so spreadsheet software does not strip or alter characters.
• Q: Does submitting an RFQ reserve the stock? A: No. An RFQ is a sourcing review request, not a purchase order — nothing is reserved until a quotation is confirmed.