How to write an RFQ for manufactured parts
SSG MFG engineering6 min read
What should an RFQ for a manufactured part include?
A complete RFQ includes a 2D drawing and a STEP file at the same revision, material and finish specs, quantity breaks with estimated annual usage, critical tolerances, required certifications and inspection, packaging, a target price if you have one, and timing for samples and production. Complete RFQs get faster, tighter quotes. Missing data gets padded prices or no quote.
What should an RFQ include?
| Item | What to send | Why it matters |
|---|---|---|
| 3D model | STEP (AP214 or AP242) at the current revision | Suppliers estimate and program from geometry |
| 2D drawing | PDF with tolerances, GD&T, notes, and revision | The drawing is the contract; models rarely carry tolerances |
| Material | Grade and spec, such as 6061-T6 per ASTM B221, or resin grade and color | 'Aluminum' or 'nylon' can't be priced accurately |
| Finish | Spec and class, such as MIL-A-8625 Type II Class 2 black, or powder coat RAL 9005 | Finish can equal the part cost on small parts |
| Quantities | Three breaks, such as 500 / 2,500 / 10,000, plus EAU and program life | Sets tooling class, cavitation, and process |
| Tolerances | General tolerance plus a list of critical characteristics | Drives process, inspection, and price |
| Quality documents | Material certs, certificate of conformance, PPAP level or FAI (AS9102) | Some suppliers can't provide them; others price them in |
| Compliance | RoHS, REACH, country-of-origin, and required supplier certifications | Removes suppliers who can't meet them early |
| Packaging | Bulk, layer-packed, or returnable dunnage; labels and barcodes | Packaging can add cents to dollars per part |
| Target price | Optional: budget or current price | Saves rounds when the gap is large |
| Timing | Quote due date, sample date, PPAP date, first production date | Sets tooling approach and feasibility |
| Ship-to and terms | Delivery ZIP or country, Incoterm, payment terms | Freight and duty depend on it |
| Tooling ownership | Who owns, maintains, and stores the tooling | Prevents disputes at transfer or end of life |
How should you state quantities and EAU?
Estimated annual usage (EAU) is how many parts you expect to buy per year. Release quantity is how many you order at once. Program life is how many years the part will run. Suppliers use EAU and program life to choose the tooling class and cavity count, and release quantity to spread setup cost.
- Quote three quantity breaks that bracket your real volume.
- Separate prototype, pilot, and production quantities, since they often use different processes.
- State release frequency, such as monthly or quarterly, and whether blanket orders are planned.
How should you communicate tolerances and critical features?
- Put a realistic general tolerance in the title block and call out tight tolerances only where needed.
- Flag critical-to-function characteristics with a symbol or balloon so the supplier builds them into the control plan.
- Use GD&T with datums that match how the part assembles.
- Mark cosmetic surfaces and say where gate marks, ejector marks, parting lines, and tooling witness lines are acceptable.
- Say which document governs if the model and drawing disagree.
What files should you send with an RFQ?
- STEP AP214 or AP242 for 3D geometry. Parasolid (.x_t) or native CAD helps if the supplier runs the same system.
- A PDF drawing at the same revision as the model.
- An assembly model or mating part geometry when fit matters.
- Photos, current inspection data, and known issues if this is a re-source of a production part.
- Spec sheets for any material, finish, or test requirement that isn't a public standard.
- Skip STL for machined, molded, or cast parts. Mesh files lose true arcs and surfaces; they are fine for 3D printing only.
What mistakes slow down quotes?
- No material grade, or 'or equivalent' without the spec that defines equivalent
- No quantities or EAU
- Drawing and model at different revisions
- A title block tolerance tighter than the part needs
- Certifications or PPAP requirements added after the quote
- Due dates that ignore tooling lead time
- Sending to too many suppliers; 3–5 qualified suppliers is typical
- No named technical contact for questions
What should an AI agent include when submitting an RFQ through the SSG API?
SSG's API and MCP server let AI agents request budgetary estimates and submit RFQs on behalf of a person or company. The same checklist applies, but agents should be stricter than people: structured fields, explicit units, and no guessed values. The field names below are descriptive; use the names in the SSG API schema.
| Field | Example value | Agent guidance |
|---|---|---|
| Part identifier | 10432 rev C, pump bracket | Include the revision and match it to file names |
| Files | 10432-C.step and 10432-C.pdf | Attach both; never convert a mesh to STEP and present it as the design |
| Process | Die casting, or unknown | Send unknown rather than guessing; let DFM feedback suggest |
| Material | Aluminum A380 | Full grade and spec; send substitutes as questions, not choices |
| Finish | Powder coat, black, RAL 9005 | Name the spec or color standard |
| Quantities and EAU | 500, 2,500, 10,000; EAU 10,000; 3-year life | Numbers only, no ranges like a few thousand |
| Units | in or mm | State explicitly; never infer from the file |
| Tolerances | ISO 2768-m general; bore ⌀0.500 +0.001/−0.000 in | Pass critical characteristics as a list |
| Quality and compliance | Material certs, PPAP Level 3, RoHS | List only what the program needs |
| Timing | Samples by 2026-12-15; production start 2027-02-01 | Use ISO dates |
| Ship-to | ZIP code or country | Needed for freight and duty |
| Human contact | Name, email, and approval authority | A person confirms before any quote is accepted or PO issued |
- Ask the user for missing required fields before submitting.
- Label every assumption as an assumption.
- Treat budgetary estimates as budgetary. Firm quotes come from principals.
- Do not accept terms, place orders, or share drawings beyond the stated purpose without the user's explicit approval.
- Keep the RFQ identifier returned by the API for follow-up questions and status checks.
What happens after you submit an RFQ?
- Clarifying questions from suppliers, usually within a few days.
- Quotes: days for machined and fabricated parts, 1–3 weeks for tooled parts.
- Quote review: compare tooling, piece price, lead time, assumptions, and exceptions line by line.
- DFM changes: small design changes suggested by suppliers are often worth more than price negotiation.
- Award and tooling PO.
- Samples, then PPAP or FAI, then production release.
How do you send an RFQ through SSG?
Upload the STEP file and drawing to the builder at /build, set material, finish, and quantities, and get an instant budgetary estimate with DFM feedback. Submit it for firm quotes and an SSG rep routes it to matched principals and handles the questions. AI agents can submit the same data through the SSG API or MCP server. Independent reps can join the network at /network and submit jobs for their customers.
