Buyer guide
Prepared by LD Screw · Reviewed · Practical guidance for fastener RFQ preparation.
A clear RFQ reduces clarification time and lowers the risk of quoting the wrong product. A photo or product name can start the conversation, but the quotation should be based on a standard, drawing or complete dimensional description together with material, finish, quantity and delivery requirements.
The minimum information for each line item
Use one line for each size or specification. If several items share the same material, finish or packing, state that clearly instead of leaving the supplier to assume.
| RFQ field | Example | Why it matters |
|---|---|---|
| Product identity | ISO 4017 hex bolt or approved drawing | Defines the basic geometry and reference requirements |
| Size and thread | M12 × 60, coarse thread, fully threaded | Separates nominal size, length, pitch and thread coverage |
| Material or property class | Carbon steel 8.8 or stainless A4-70 | Controls mechanical or corrosion-related requirements |
| Surface condition | Zinc plated to the stated requirement | Affects corrosion protection, appearance and thread fit |
| Quantity | 25,000 pieces per size | Influences the production and packing route |
| Destination and terms | Destination port, requested Incoterm | Provides the basis for packing, freight and commercial review |
Add the application details that affect selection
Tell the supplier where the fastener will be used when the environment, assembly method or safety requirement could affect the product. The same nominal bolt can require a different material, coating, nut, washer or inspection plan in a marine, outdoor, structural or high-temperature application.
For drawing-based parts, send a readable PDF or dimensioned file with the revision level. Mark critical dimensions, tolerances and characteristics instead of asking the supplier to identify them from a photograph.
- Indoor, outdoor, marine, chemical or temperature exposure
- Mating material, assembly method and any torque or lubrication requirement
- Critical dimensions, tolerances, thread fit and acceptance criteria
- Required marking, traceability, inspection report or third-party test
Packing and delivery details
Packing is part of the specification. State whether the order needs bulk cartons, small boxes, individual protection, labels, barcodes, pallet limits or buyer-specific shipping marks. Confirm these requirements before quotation because they affect cost and handling.
- Quantity per box, carton or pallet when controlled
- Label language, part number, batch information and shipping marks
- Sample quantity and production quantity as separate requirements
- Requested shipment date, destination and preferred trade term
A copy-ready RFQ structure
Write each inquiry in this order: product or standard; size and thread; material or property class; finish; quantity; required documents; packing; destination; requested delivery date. Attach the drawing or product list and identify any requirement that must not be substituted.
- Project or buyer reference
- One complete specification for every line item
- Drawing revision and applicable standard edition when controlled
- Contact name and the email address for technical questions