How to Write a Steel RFQ That Gets Accurate Prices
Write a steel request for quotation (RFQ) that suppliers can price accurately: item list, grades, standards, tolerances, certificates, delivery, commercial terms and a template.
Saudi Steel Work Editorial Team · · 3 min read
Short answer: A good steel RFQ lists every item with grade, standard, size, length and quantity, states the certificates and tests required, gives the delivery location and required dates, defines the weight and price basis, and sets a deadline and validity period for offers.
The quality of the quotations you receive depends on the quality of the request you send. Vague RFQs produce offers that cannot be compared, with assumptions buried in the small print. Here is how to write one that works.
1. A clean item list
Use a table with one line per item. Include:
| No. | Description | Standard / grade | Size | Length | Qty | Unit |
|---|---|---|---|---|---|---|
| 1 | Universal beam | EN 10025-2 S355JR | IPE 300 | 12 m | 40 | pcs |
| 2 | Plate | ASTM A572 Gr.50 | 20 mm × 2000 × 6000 | — | 15 | pcs |
| 3 | Pipe, seamless | ASTM A106 Gr.B | 4" SCH 40 | 6 m | 120 | pcs |
Avoid "or equivalent" unless you are willing to evaluate alternatives — and if you are, ask suppliers to list alternatives separately.
2. Technical requirements
State clearly:
- Certificates: e.g. EN 10204 3.1 for all items; 3.2 where specified (what these mean)
- Testing: impact testing temperature, ultrasonic testing class, hydrotest, PMI
- Tolerances and surface: mill finish, shot-blasted and primed, galvanized
- Marking: heat number on each piece or bundle
3. Delivery requirements
- Delivery address and a location pin
- Required-on-site dates, phased if needed
- Offloading: who provides the crane or forklift
- Maximum lengths your site can accept
- Access restrictions (city truck hours, plant permits) — see steel delivery planning
4. Commercial basis
Ask every supplier to quote on the same basis:
- Price per unit and per tonne, excluding VAT (VAT shown separately)
- Weight basis: theoretical or actual
- Delivery terms (delivered and offloaded, or ex-works)
- Price validity period
- Payment terms
- Lead time and stock status per line
This makes the comparison step straightforward.
5. Deadlines and contacts
Give a submission deadline, the validity you need, and one named contact for technical questions. Share any clarifications with all bidders.
A short RFQ template
Project: [name, city] Scope: Supply of structural steel and pipe per attached list Standards: As per item list; no substitutions without written approval Certificates: EN 10204 3.1 per heat, heat numbers marked on steel Delivery: Delivered and offloaded to [site], phased per schedule Pricing: SAR per unit and per tonne, excl. VAT; theoretical weight basis Validity: 14 days minimum Deadline: [date/time]
Before you send
Check quantities against drawings (steel take-off guide), confirm grades with the engineer, and remove internal notes. Then send — or submit it to us directly with your file attached.