RFQ Template (Free): How to Write a Request for Quotation + Copy‑Paste Example ✽
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By: Entasher
Use this RFQ template to collect comparable proposals quickly. Then submit one brief on Entasher and get multiple quotations from verified providers.
When to use an RFQ
Any time you need apples‑to‑apples proposals across vendors. RFQs reduce ambiguity, speed up procurement, and help you compare scope, timelines, and payment terms.
Useful Entasher categories
| Category | Explore link | Typical use |
|---|---|---|
| Event Management Agencies | entasher.com/s/event-management-agencies | Corporate events, conferences, team building |
| Team Building Companies | entasher.com/s/team-building-companies | Offsites, workshops, culture programs |
| Media Production Companies | entasher.com/s/media-production-companies | Video shoots, post‑production, brand films |
| Photography | entasher.com/s/photography | Event & product photography |
| Video & Animation | entasher.com/s/video-animation-production-companies | Explainers, motion graphics, ads |
| Live Streaming | entasher.com/s/live-streaming-broadcast-services | Hybrid/virtual events, webinars |
| Signage & Production | entasher.com/s/signage-services-production | Booths, branding, wayfinding |
| Corporate Catering | entasher.com/s/top-corporate-catering-companies | On‑site F&B for events |
| Branding Agencies | entasher.com/s/best-branding-agencies- | Identity systems, guidelines, toolkits |
| Marketing Agencies | entasher.com/s/best-marketing-companies | Campaigns, strategy, growth |
| Google Ads | entasher.com/s/google-ads-services | PPC setup & management |
| Social Media Agencies | entasher.com/s/social-media-agencies-companies | Content, community, paid social |
Copy‑paste RFQ template
Subject: Request for Quotation — [Service Name]
1) Company Information
• Company: [Your Company Name]
• Industry & Size: [e.g., Pharma, 250 employees]
• Contact: [Full Name, Title]
• Email & Phone: [email@domain.com, +966/ +20 ...]
• Location: [City, Country]
2) Project Overview
Briefly describe the business goal and what success looks like.
Example: We are hosting a customer summit for 180 attendees in Riyadh.
We need end‑to‑end event management including venue, stage branding,
live streaming, catering, and media coverage.
3) Scope of Work (please quote each line item)
• [Line 1]: [Description, specs, materials, size]
• [Line 2]: [Description, specs]
• [Line 3]: [Description, specs]
Deliverables & files to be handed over: [e.g., edited videos, raw photos, source files]
Dependencies we will provide: [e.g., brand assets, content, on‑site support]
4) Timeline
• RFQ sent: [Date]
• Decision by: [Date]
• Production window: [Start–End]
• Go‑live / Event date: [Date]
5) Compliance & Quality
• Follow our brand guidelines (we will share a link)
• List the team, roles, and seniority assigned
• Share 2–3 relevant case studies with references
6) Commercials
• Pricing: line‑item with before/after VAT
• Payment terms: [e.g., 40/40/20 linked to milestones]
• Warranty/Support: [e.g., post‑event edits within 7 days]
7) Submission
• Deadline: [Date & Time, Timezone]
• Format: PDF
• Send to: [email or via Entasher workflow]
8) Questions
Please list any assumptions and clarifying questions.Tip: Keep one master RFQ and clone it for each category. You’ll compare proposals faster and avoid scope drift.
Evaluation checklist
| Criterion | What to check | Signal of quality |
|---|---|---|
| Scope & Deliverables | Clear BOQ, specs, and acceptance criteria | Itemized quote with samples/case studies |
| Timeline | Feasible schedule + contingency | Milestones, approvals, site supervision |
| Team & Seniority | Who does what, hours allocation | Named roles, senior oversight |
| Compliance | Brand, safety, venue rules | Evidence of similar compliant work |
| Payments | Transparent terms tied to milestones | Fair schedule, clear invoicing |
Next step: Use this template and submit once on Entasher to reach verified providers. Submit RFQ
Related internal resources
- Event Management Agencies · Team Building Companies
- Media Production Companies · Photography · Video & Animation · Live Streaming
- Signage & Production · Corporate Catering
- Branding Agencies · Marketing Agencies · Google Ads · Social Media Agencies
FAQ
How many quotes do I need?
Three is the sweet spot: it exposes outliers and helps you see the true market rate without delaying the project.
Can I ask for alternatives in one RFQ?
Yes. Add an “options” section (e.g., Option A: LED wall, Option B: printed backdrop) so vendors can quote side‑by‑side.
How do I avoid scope creep?
Lock the acceptance criteria and change‑request path inside the RFQ. Tie payments to milestones.
Where do I submit my RFQ?
Right here: https://entasher.com/Tender/Create
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