First, one drawing, three suppliers, two weeks of back-and-forth. So that is the usual shape of a metal fabrication RFQ that starts incomplete. Next, each supplier fills the gaps with its own assumptions. As a result, the three quotes price three different parts. So the fix is not more polite email — instead, it is a metal fabrication RFQ with the right twelve fields. Also, the fields need the right order, so your first answer comes back structured. Finally, this checklist walks the twelve fields in four groups. Then, it hands you a copy-paste template, and it shows what follows once a complete package lands.

Why the Quote Round-Trip Costs

First, three failure patterns repeat on both sides of the counter. So without volume, the shop cannot choose the process — that is the missing quantity pattern. For example, a part quoted for CNC at 50 pieces costs more than the same part stamped at 10,000. In addition, the tooling decision sits inside that number. Next, missing material shows up too: an unspecified hole pattern gets quoted in the shop’s default, often mild steel. Then, you discover the price jump when you add “actually 304 stainless.” Finally, missing Incoterms leaves a bare unit price. So that number alone does not show your true delivery cost. Also, the freight-and-duty gap between FOB and DDP can be decisive. Then, each pattern costs the same thing: rework on the quote, or a surprise on the invoice.

The Twelve Fields in Four Groups

First, work through the four groups in order. Next, within each group, the fields carry numbers 1–12, so they map one-to-one onto the template below.

Group 1 — The Design Set

1. Drawings

First, send a 2D drawing (PDF or DWG) with all views and dimensions. Also, send a 3D STEP file when available. So the 3D model holds the geometry truth. In addition, the 2D drawing carries the dimensions, tolerances, and notes that back the quote.

2. Material

First, name the grade, standard, form, and thickness. For example, write “A36 / 1018 sheet, 3 mm” or “304 stainless, 2 mm.” Also, add surface condition — mill finish or pre-painted — if it matters. So never assume the supplier’s default matches your intent.

3. Quantity

First, state the first order, the expected annual volume, and realistic growth. So quantity drives the process choice — laser vs. punch vs. stamping — plus the tooling decision and the price tier. In addition, a range beats a single number when volumes stay uncertain.

4. Tolerances

First, name the drawing default — ISO 2768-mK or a general table. Then, call out the critical dimensions. Also, our tolerance and DFM guide lists the typical cutting, bending, and machining values that make a good default.

Group 2 — The Specification Set

5. Surface finish and treatment

First, specify the process and the acceptance criteria. So name the powder coat color (RAL/Pantone) plus film thickness. Also, list hot-dip zinc with salt-spray hours, anodize type, or bare with passivation. Finally, treat finish as one of the five biggest price movers — specify it once, precisely.

6. Welding requirements

First, for welded parts, state the joint types, weld sizes, and penetration — fillet vs. full. Also, name the applicable code or standard, such as EN 1090 execution class or ISO 3834. Then, state the inspection level — visual or dye penetrant.

7. Inspection and certification

First, list the records you need. So that means the first article inspection report, the CMM report for critical dimensions, and the material certificate. In addition, add EN 10204 type 3.1 when traceability matters. Also, add PMI if alloy substitution is a risk. Then, naming them in the RFQ puts them on the quote — not in a later email.

Group 3 — The Logistics Set

8. Packaging

First, state the handling and export requirements. So that covers wooden crates or export cartons, and VCI paper for bare steel. Also, list individual bagging, the container load plan, and shipping marks. Finally, remember that packaging errors surface at the port — where they cost most.

9. Trade terms and destination

First, name the Incoterm 2020 rule — EXW, FOB, CIF, or DDP — plus the destination port or address. So DDP transfers tariff handling to the supplier. Next, that choice matters for US-bound steel and aluminum parts under the current Section 232 regime. Also, for the rate structure, see our 2026 US steel and aluminum tariffs guide.

Group 4 — The Commercial Set

10. Target price and commercial terms

First, give a target unit price, or a landed cost target. Also, state your preferred payment terms — for example, T/T 30/70 or a letter of credit. So a target price focuses the quote on value engineering. Then, without it, you get the standard-process price.

11. Lead time

First, separate first-article lead time from production lead time. Then, state your project milestone. So lead-time pressure changes process choices — batching, expediting, air vs. sea — and therefore price.

12. Compliance and documentation

First, close with the compliance items. So that includes REACH/RoHS where relevant, country-of-origin requirements, NDA status, and any customer-specific quality agreement. For example, PPAP/FAI applies in automotive programs.

The Template: Twelve Fields, One Block

First, use this skeleton and replace the bracketed fields. Then, send it with the drawing package attached.

RFQ — [Part name / project code]

1. Drawings: [2D PDF/DWG + 3D STEP attached]
2. Material: [grade / standard / form / thickness]
3. Quantity: [first order] pcs; [annual] pcs/yr, growing to [N]
4. Tolerances: [ISO 2768-mK default; critical dims marked CRIT]
5. Finish: [process + spec / color + film thickness]
6. Welding: [joint types, sizes, code, inspection level]
7. Certification: [FAI report / CMM / EN 10204 3.1 / PMI]
8. Packaging: [crates / cartons / VCI / marking]
9. Trade term: [FOB/CIF/DDP] [port / address]
10. Target: [unit price or landed cost] | terms: [T/T 30/70]
11. Lead time: [first article by date] | [production pcs/week]
12. Compliance: [REACH/RoHS, origin, NDA, quality agreement]

What Moves the Price Most

First, when two quotes differ, these five factors explain most of the gap.

Factor	Why it moves price	Typical direction
Material grade	Stainless and alloy steels cost several times mild steel per kg	304 vs. mild: roughly 2.5–3× material cost
Quantity	Switches the process (CNC vs. punch vs. stamping) and amortizes tooling	100× more volume can cut unit cost dramatically once tooling pays back
Tolerance tier	Adds inspection (CMM) and precision processes	Each tier up roughly doubles affected-feature cost
Finish	Salt-spray hours, coating systems, and inspection all price separately	Heavy-duty zinc systems exceed paint systems
Trade term	Freight, insurance, and import duty shift between FOB and DDP	DDP adds duty exposure on steel/aluminum in 2026

Also, check the factor table against our tolerance and DFM guide for the numbers behind the tolerance row. In addition, pair it with our 2026 tariffs guide for the duty row.

What Happens After You Send It

First, a complete metal fabrication RFQ earns a fast, structured answer. So we aim to acknowledge receipt and return any clarifying questions within 2 working hours. Next, a formal quotation typically follows in 1–3 working days for straightforward parts. Then, it can take up to 5–10 working days. So that window applies when the quote needs tooling evaluation, weld procedure planning, or process selection. Also, quotations carry a validity window — commonly 30–60 days — because material prices move. Then, if your project runs longer, ask for a material-indexed price or an extension. Finally, for production-critical parts, the quote should show the sampling path. In other words, expect the prototype or first article, the inspection records, and the batch plan.

Frequently Asked Questions

What is the difference between this checklist and a spec sheet?

First, the spec sheet defines acceptance — the part’s requirements. By contrast, the metal fabrication RFQ prices those requirements, and it references the spec instead of restating it. So send the spec with the drawing package, and keep the twelve fields as the commercial structure.

Can I send a photo or a sketch to start?

Yes, to open the conversation. But the price comes back provisional until a dimensioned drawing exists. So every field — material, tolerance, finish — attaches to geometry. Then, move from sketch to 2D PDF plus STEP as fast as the design allows. Next, the quote tightens with it.

Why does the RFQ need my growth plan?

First, the tooling decision sits inside the quantity. So a range like “first order 500, growing to 20,000 a year” changes the process choice from laser to die. Also, without the growth number, every supplier quotes the small-volume process. Next, nobody prices the break-even.

Should I really include a target price?

If you want value engineering, yes. So a target price tells the shop where to optimize — the material line, the finish, the process. Then, without it, you get the standard-process price. Next, you discover the savings only if you ask.

My part is still in design. When do I send the RFQ?

First, send what exists, and mark the open items. Also, list the assumptions on the page so the shop can state them back. So the 30–60 day validity window gives the design time to settle. Finally, a provisional number early prevents the late budget shock.

Does the checklist change between prototype and production?

First, the design fields (1–4) stay the same. So for a prototype, the commercial side can stay light — small quantity, simple terms. Then, for production, complete all twelve fields. Finally, the tooling decision, the certification items, and the compliance records only matter at production scale.

Sources

• Incoterms® 2020 — International Chamber of Commerce
• Incoterms® 2020 rules document — trade term definitions behind field 9
• EN 10204 — Metallic products — Types of inspection documents (3.1 certificate definition)
• ISO 2768-1 — General tolerances (drawing default clause reference)

Send the Twelve Fields, Get One Structured Answer

So send us the twelve-field RFQ plus the drawing package, and you get one structured quote. In addition, the quote spells out the process choice, the tolerance tiers, and the certification plan. In other words, that structure is what makes quotes from different suppliers comparable. Finally, request a quote and check terminology in our metal fabrication glossary. Also, the project cases show the part families we quote most often. Then, logistics detail lives in the shipping and delivery guide.