Simple Request for Quotation Template Word

REQUEST FOR QUOTATION (RFQ)

DOCUMENT ID: [RFQ-202X-001] | EFFECTIVE DATE: [Date] | VERSION: 1.0 JURISDICTION: [Governing Law/State]

1. LEGAL DISCLAIMER & NOTICE

This Request for Quotation ("RFQ") is a formal solicitation for offers and does not constitute a legally binding purchase agreement, offer to purchase, or commitment of any kind by [Company Name]. Submission of a quotation constitutes an irrevocable offer by the Bidder to supply the goods/services under the terms stipulated herein for a period of [30] days. [Company Name] reserves the right to reject any or all quotations, waive informalities, or terminate this solicitation at its sole discretion without incurring liability.

2. PARTIES & SCOPE

ISSUING ENTITY: [Company Name], a [Jurisdiction] corporation, having its principal place of business at [Address]. RESPONDING BIDDER: [Full Legal Name], [Entity Type], having its principal place of business at [Address].

PROJECT SCOPE: [Detailed description of goods/services to be quoted, including technical specifications, volume, and required delivery timeline.]

3. OPERATIVE TERMS & CONDITIONS

1. QUOTE VALIDITY: Quotations must remain valid for a minimum of [Number] calendar days from the Submission Deadline.
2. PRICING: All pricing shall be quoted in [Currency] and be inclusive of all taxes, duties, and levies, unless otherwise specified.
3. DELIVERY/PERFORMANCE: Bidder shall specify the lead time for delivery/performance post-receipt of a formal Purchase Order (PO).
4. CONFIDENTIALITY: All documentation provided by [Company Name] is proprietary. Bidder shall restrict access to personnel strictly on a "need-to-know" basis.
5. INTELLECTUAL PROPERTY: Any deliverables created under this potential engagement shall be considered "Work Made for Hire" and the exclusive property of [Company Name].
6. GOVERNING LAW: This RFQ and any subsequent contract shall be governed by the laws of [Jurisdiction], without regard to conflict of law principles.

4. BIDDER SUBMISSION REQUIREMENTS

• Total Cost: [USD/Currency Amount]
• Payment Terms: [e.g., Net 30, 2/10 Net 30]
• Warranty/Service Level Agreement (SLA): [Detail]
• Compliance Certification: [State any required licenses or certifications]

5. EXECUTION & SIGNATURE

FOR ISSUING ENTITY: Signature: __________________________ Printed Name: [Name] | Title: [Title] | Date: [Date]

FOR BIDDER (AUTHORIZED SIGNATORY): Signature: __________________________ Printed Name: [Name] | Title: [Title] | Date: [Date]

6. STEP-BY-STEP EXECUTION GUIDE

1. Drafting: Populate the bracketed [...] fields with granular operational data. Do not use vague terminology; define SKU numbers, project milestones, and specific quality assurance (QA) benchmarks.
2. Transmittal: Transmit the finalized document via secure, trackable means (e.g., DocuSign or encrypted email) to the Bidder.
3. Review Phase: Upon receipt of the bid, legal/procurement must verify the Bidder's compliance with the terms in Section 3.
4. Integration: Should a bid be selected, the RFQ does not serve as a contract. You must issue a formal, separate Purchase Order (PO) or Master Services Agreement (MSA) that references this RFQ as an "Exhibit" or "Attachment."
5. Archival: Maintain a chronological log of all RFQs sent and received. Store in a secure, write-once-read-many (WORM) compliant system for at least [7] years for audit purposes.
6. Enforcement: In the event of a dispute, this RFQ serves as the "Prior Written Correspondence" evidentiary document in litigation or arbitration proceedings.