Manufacturing Quote (RFQ) Response Email Template

TL;DR. A manufacturing quote response email is sent in reply to a buyer's request for quote (RFQ). The best RFQ response emails clearly list the part, quantity, unit price, lead time, and quote expiration date alongside payment and shipping terms.

When to send a manufacturing RFQ response

• Within one business day of receiving the RFQ.
• As a single email per RFQ — revisions go in a follow-up.
• Directly to the buyer contact named in the original request.

What to include in an RFQ response email

• RFQ reference number and date received.
• Part number, quantity, unit price, and total.
• Lead time from order to ship.
• Quote expiration date so terms can be re-priced if needed.
• Payment, shipping, and minimum order quantity terms.

Subject line examples

• "Your quote for {{rfq_reference}}"
• "Pricing for {{product_name}} — RFQ {{rfq_reference}}"
• "{{contact_name}}, here's your quote ({{quote_expiration}})"

FAQ

What should a manufacturing RFQ response email include? A manufacturing RFQ response email should include the part number, quantity, unit and total price, lead time, quote expiration, and payment and shipping terms. The buyer should be able to forward it to procurement without follow-up questions.

How quickly should you respond to an RFQ? Respond within one business day. Manufacturers who respond within 24 hours win a noticeably higher share of RFQs than those who take 3+ days, even when their pricing is similar.

Should an RFQ response email include an "accept" link? Yes — including an accept link or a clear next step reduces back-and-forth and shortens the sales cycle. If your system can't accept online, ask the buyer to reply with a PO number.