Sample Request for Quotation Template Word

REQUEST FOR QUOTATION (RFQ) #REF-001

DOCUMENT CONTROL

• Effective Date: [Date]
• Version: 1.0
• Jurisdiction: [State/Country, e.g., Delaware, USA]
• Scope: Global Procurement / Supply Chain Operations

1. LEGAL NOTICE & DISCLAIMER

This document is a formal invitation to submit a quotation for the goods or services specified herein. It does not constitute a binding offer, a contract, or a commitment to purchase. [Company Name] reserves the right to reject any or all quotations, to waive informalities, and to negotiate with any respondent. All proprietary information shared herein remains the intellectual property of [Company Name] and must be treated as Confidential Information under the terms of any pre-existing NDA or the implied duty of confidentiality.

2. PARTIES & DEFINITIONS

• Issuer: [Company Name], a [Jurisdiction] corporation, having its principal place of business at [Address].
• Respondent: [Full Legal Name of Supplier], having its principal place of business at [Address].
• Project Reference: [RFQ Number/Project Code]
• Submission Deadline: [Time] on [Date]

3. SCOPE OF WORK & TECHNICAL SPECIFICATIONS

Respondent shall provide a comprehensive quotation for the following [Goods/Services]:

1. Item/Task Description: [Detailed Description]
2. Quantity/Volume: [Exact Quantity]
3. Technical Requirements: [Link to Attachment or Bulleted Specs]
4. Delivery/Performance Schedule: [Date/Timeline]
5. Location: [Delivery/Performance Site]

4. OPERATIVE CLAUSES & TERMS

1. Currency & Pricing: All pricing shall be quoted in [Currency, e.g., USD] and must remain valid for a minimum of [Number] days from the Submission Deadline.
2. Taxes & Duties: Quotation must separately itemize all applicable taxes, shipping, handling, and insurance costs.
3. Payment Terms: [Company Name] standard payment terms are [Net 30/60] days upon receipt of a compliant invoice.
4. Compliance: Respondent warrants that all goods/services meet applicable industry standards, safety regulations, and laws of [Jurisdiction].
5. Confidentiality: Respondent shall not disclose the contents of this RFQ or the results of the selection process to any third party.
6. Governing Law: This RFQ and any subsequent agreement shall be governed by the laws of [Jurisdiction].

5. SUBMISSION REQUIREMENTS

Respondent must include:

• Detailed itemized cost breakdown.
• Proposed delivery timeline.
• Evidence of required insurance/licensing.
• Signed copy of this RFQ as acknowledgment of terms.

6. EXECUTION & SIGNATURES

For [Company Name]: __________________________ (Signature) Name: [Name of Authorized Signatory] Title: [Title] Date: [Date]

For Respondent (Acknowledgement): __________________________ (Signature) Name: [Name of Authorized Signatory] Title: [Title] Date: [Date]

7. STEP-BY-STEP EXECUTION GUIDE

• Drafting: Ensure the "Technical Specifications" section is exhaustive to prevent scope creep. Attach technical drawings or SLAs as Addenda.
• Distribution: Send via secure digital channel or encrypted email to authorized procurement contacts. Request a read receipt.
• Evaluation: Score responses against a weighted matrix (e.g., 40% Price, 30% Quality/Specs, 20% Timeline, 10% Risk/Compliance).
• Filing: Once a vendor is selected, cross-reference this RFQ against the final Master Services Agreement (MSA) or Purchase Order (PO). Store in the Legal/Procurement Repository for the duration of the audit lifecycle (typically 7 years).
• Enforcement: This document acts as the "Offer" component; ensure the final PO issued to the Respondent contains an "Entire Agreement" clause that incorporates these RFQ terms by reference to ensure enforceability.