How to Prepare a Custom Metal Parts RFQ: A Drawing-to-Production Checklist

This checklist is for engineers and buyers who need an actionable quotation rather than a provisional price. The goal is to let purchasing, manufacturing and quality evaluate the same technical scope.

Information every custom metal parts RFQ should include

Control point	Define in the RFQ	Risk if omitted
Product definition	Part number, 2D drawing, STEP model, revision and units	Wrong revision or model conflict
Material	Grade, condition, certificate and substitution rules	Wrong performance or unapproved equivalent
Quality	Critical features, datum scheme, gauges and report	Inspection is guessed or excluded
Commercial	Prototype and production quantities, destination and Incoterm	Tooling or freight is hidden

1. Release one controlled technical package

Place the part number, drawing revision, 3D model and referenced specifications in one package. State which file controls when dimensions conflict. Remove obsolete revisions and identify the units.

2. Mark critical-to-function features

Identify datums, bearing fits, threads, sealing faces, alignment features and interfaces that affect assembly. Do not apply a tight general tolerance when only a few characteristics drive function.

3. Specify material precisely

State the alloy or grade, condition or temper, permitted substitutions and certificate requirement. If a particular standard or test report is required, name it instead of requesting “certified material” without an acceptance rule.

4. Define finish and post-finish dimensions

Specify treatment, color, texture, cosmetic zones, masking, thread protection and any dimensions controlled after coating. Clarify whether surface-finish symbols refer to the machined or treated condition.

5. Provide realistic quantities

Request prototype quantity, batch size and expected annual demand. These values influence stock form, tooling, fixture design, cycle-time optimization and inspection automation.

6. Define inspection evidence

State whether the order requires first-article inspection, dimensional reports, material certificates, process certificates, gauge results or traceability. Agree on the sampling plan and decision rule for critical characteristics.

7. Separate requirements from preferences

A requirement affects fit, safety, compliance or approval; a preference affects appearance or convenience. This separation lets the manufacturer propose a lower-cost process without silently changing the design.

8. Request a comparable quotation breakdown

Ask suppliers to separate material, machining, tooling, finishing, inspection, packaging and freight. Record the lead-time starting event and quotation validity. Normalize scope before negotiating price.

9. Close technical questions in writing

Maintain a clarification log showing each question, response, responsible party and approval. Approved changes should reference the released drawing revision and reach programming, production and inspection.

10. Define packaging and delivery

State corrosion protection, part separation, edge protection, labeling, destination and Incoterm. Packaging should preserve the accepted condition through international transport and warehouse handling.

How to compare supplier responses

A strong quotation identifies released input files, lists exclusions and substitutions, separates one-time charges from recurring price, and states what evidence accompanies the first shipment. A cheaper quotation is not comparable if gauging, finishing, packaging or freight remains undefined.

Copyable RFQ checklist

• Controlled part number, drawing revision, units and 3D model
• Material grade, condition and certificate requirement
• Critical dimensions, threads, sealing faces and datums
• Finish, cosmetic zones, masking and post-finish acceptance
• Prototype quantity, batch volume and annual demand
• First-article, sampling, traceability and report requirements
• Packaging, labeling, destination and Incoterm

Frequently asked questions

Turn the checklist into a controlled quotation

Send drawings, samples or photographs with material, quantity, finish and inspection requirements.

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