How to Write a Machining RFQ That Gets Responses

A machining RFQ that gets good quotes is one that gives shops what they need to price accurately. Most RFQs that get ignored or wildly inconsistent quotes aren't bad ideas — they're missing information that the buyer assumed was obvious.

This guide covers what to include, what to skip, and a checklist you can use before hitting send.

Why Your RFQ Matters More Than You Think

When a shop receives an RFQ, they're making a decision: is this job worth quoting? Quoting takes real time — reviewing drawings, figuring material costs, estimating cycle times, checking machine availability. A shop that runs 30 jobs a week might receive 100 RFQs. They can't quote all of them.

The RFQs that get quoted first are the ones that are clear, complete, and look like they came from someone who's ready to place an order. Vague requests from someone who might be price-shopping six months early go to the bottom of the pile — or the trash.

This isn't about making a perfect document. It's about giving the shop enough information to say yes or no quickly, and to price the job without guessing.

What Every Machining RFQ Should Include

These are the basics. Miss any of these and you're likely to get incomplete quotes, unnecessary back-and-forth, or no response at all.

1. Drawings or 3D Models

This is non-negotiable. A verbal description of a part is not an RFQ — it's a conversation starter. Shops need dimensioned drawings (2D PDFs) or 3D model files (STEP, IGES, or Parasolid preferred).

• 2D drawings should include all critical dimensions, tolerances, surface finish callouts, material specification, and any GD&T (geometric dimensioning and tolerancing). If a dimension matters, dimension it explicitly.
• 3D models help shops program toolpaths and visualize the part, but they don't replace 2D drawings for tolerance and finish requirements. Send both when you have them.
• File formats: STEP (.stp) is the universal standard. Most shops can also work with IGES, Parasolid (.x_t), and SolidWorks native files. Avoid proprietary formats without a STEP export — not every shop runs the same CAD software.

If your design isn't finalized, say so. Shops handle "preliminary" quotes differently from firm quotes, and they'd rather know upfront than discover mid-quoting that the drawing is going to change.

2. Material Specification

Don't just say "aluminum" or "steel." Specify the alloy and condition.

• Specific: 6061-T6 aluminum, 303 stainless steel, Grade 5 titanium (Ti-6Al-4V)
• Vague: "aluminum," "some kind of stainless," "metal"

Material drives tooling, feeds and speeds, cycle time, and cost. A part machined from 303 stainless vs. 316 stainless can have a 20% cost difference — not because of material price, but because 316 is harder to machine. The shop needs to know exactly what they're cutting.

If you're flexible on material, say that too. "We spec'd 304SS but would consider 303SS if it meaningfully reduces cost" is useful information that can save you money.

3. Quantity

Be specific about what you need now and what you might need later.

• Current order quantity: How many pieces for this purchase order?
• Annual estimated usage: If this is a recurring part, approximate yearly volume helps the shop decide whether to invest in fixturing or dedicated tooling. A shop will price 50 pieces differently if they know 500 more are coming.
• Prototype vs. production: A one-off prototype has different economics than a production run. Shops price accordingly, and some specialize in one or the other.

4. Tolerances and Critical Dimensions

Not every dimension on a drawing is equally important. Make it clear which ones are critical.

• Call out tight tolerances explicitly. If a bore needs to be ±0.0005", that's a different process (and price) than ±0.005". Don't make the shop guess which dimensions are critical.
• Use standard tolerance blocks wisely. Title block tolerances (e.g., ±0.005" for 2-place decimals, ±0.010" for 1-place) apply to everything not otherwise called out. Make sure yours reflect your actual requirements — not an arbitrary default copied from a template.
• Surface finish. Specify Ra values where finish matters. "Smooth" means different things to different people. 32 Ra, 16 Ra, 8 Ra — each step tighter costs more.

5. Secondary Operations and Finishing

Does the part need anything beyond machining?

• Heat treatment (hardening, stress relief, annealing)
• Surface treatment (anodizing, plating, passivation, powder coating, painting)
• Assembly (press-fit inserts, pinning, bonding)
• Marking (engraving, laser marking, ink stamping)

Specify whether you want the shop to handle these or whether you'll manage them separately. If you want them included, say so in the RFQ — otherwise you'll get a machining-only quote and then discover you need to add $15/part for anodizing.

6. Inspection and Quality Requirements

• First Article Inspection Report (FAIR)? Common in aerospace and defense. Adds cost and lead time, but provides documented proof that the first part meets every dimension on the drawing.
• Material certifications (mill certs)? If you need traceability, state it. Shops that don't track material lots won't suddenly start for your job unless you ask.
• Certificate of Conformance (CoC)? A standard statement that parts were made per the drawing. Low effort for the shop but you need to request it.
• Specific quality standards: AS9100, ISO 13485, ISO 9001 — if your project requires the shop to have a specific certification, state it as a hard requirement, not a nice-to-have.

7. Delivery Requirements

• Target delivery date. When do you actually need the parts? Give a real date, not "ASAP." Shops hear "ASAP" on every RFQ — it means nothing.
• Shipping method. Ground, expedited, freight? Who pays?
• Delivery location. City and state at minimum. International shipping adds customs, tariffs, and lead time.

8. Your Contact Information

This gets overlooked surprisingly often. Include:

• Your name and title
• Company name
• Phone number (shops often have quick clarifying questions — email round-trips slow everything down)
• Email address
• Best way to receive the quote (email, portal, etc.)

Common Mistakes That Get Your RFQ Ignored

Shops are busy. Here's what pushes an RFQ to the bottom of the pile — or into the delete folder.

• No drawings attached. "Can you make this part? It's roughly 6 inches long and has some holes." That's not an RFQ. It's a question. Attach the drawing.
• Sending to the wrong type of shop. A shop that specializes in high-volume CNC turning isn't going to quote your one-off weldment. Research the shop first. The shop finder lets you filter by capability so you're targeting the right shops.
• Unrealistic expectations stated as requirements. "Need 1,000 aerospace-grade titanium parts in 2 weeks at $5 each" isn't an RFQ — it's a wish. Shops know when the numbers don't work and won't waste time on quotes they can't win.
• Mass-blasting to 50 shops. Shops can tell. When you send the exact same generic email to dozens of vendors, it signals that you're early-stage shopping, not ready to buy. Target 3–5 well-matched shops for better results.
• No quantity specified. The price per part changes dramatically between 1, 100, and 10,000 pieces. "Quote for various quantities" makes the shop do five times the work and signals you don't know what you need yet.
• Missing material spec. "Steel" could mean 1018 mild steel, 4140 alloy steel, 17-4 PH stainless, or tool steel. Each machines differently and costs differently. Be specific.
• Over-tolerancing. Specifying ±0.001" on every dimension when only two features actually need it. Tight tolerances cost real money — slower feeds, more inspection, higher scrap risk. Apply them only where they matter.

RFQ Checklist

Use this before you send. If you can check every box, your RFQ is ready.

Submit Your RFQ → Use our RFQ form to send your request to matched shops — the form covers all the items on this checklist.

RFQ Email Template

If you're emailing shops directly, here's a starting point. Adapt it to your specific project.

Adapt this to your situation — drop sections that don't apply, add details that do. The point isn't to follow a formula; it's to make sure nothing important is missing.

A Few Things That Help But Aren't Required

These won't make or break your RFQ, but they signal professionalism and make the quoting process smoother:

• Revision level on drawings. Shops quote what you send them. If the drawing changes after the quote, the price changes too. Marking revision levels (Rev A, Rev B) helps everyone track which version was quoted.
• Photos or descriptions of the application. Shops don't need to know your whole product, but understanding how the part is used helps them suggest improvements. A bracket that carries a static load is different from one that cycles 10,000 times.
• Budget range. Controversial, but practical. If you know the part can't cost more than $X to make the product viable, saying so saves everyone time. A shop won't waste hours quoting a job they can't hit the target on.
• Preferred communication style. Some buyers want detailed email threads with photos. Others want a phone call and a number. Tell the shop how you like to work.

What Happens After You Send

Expect 3–7 business days for quotes on standard work. Complex jobs, large quantities, or anything requiring engineering review may take longer. If you haven't heard back in a week, a short follow-up is appropriate — shops aren't being rude, they're busy.

When quotes come back, compare them on total cost, lead time, and what's included. The How to Choose a Machine Shop guide covers evaluating quotes and selecting a vendor in detail.

If a shop's quote is significantly higher or lower than the others, ask why. There's usually a reason — and understanding it helps you make a better decision.

The Short Version

A good RFQ isn't long — it's complete. Attach your drawing. Specify the material, quantity, and when you need it. Call out which tolerances are critical. List any secondary operations and inspection requirements. Include your phone number.

That's it. Shops that receive clear RFQs from buyers who know what they need respond faster, quote more accurately, and deliver better results. The 20 minutes you spend getting your RFQ right saves days of back-and-forth and real money in misquoted work.

Ready to Send an RFQ? → Our RFQ form walks you through exactly what shops need — fill it out and we'll match you with qualified manufacturers.

Have a question about writing an RFQ that this guide didn't cover? Let us know — we'll update it.