A useful quote starts with a shared definition of the part
Two quotations for the same-looking component can cover different work. One might include material certification and an inspection report; another may exclude finishing, freight or the verification of a critical bore. Comparing only the unit price can hide these differences.
A request for quotation (RFQ) should make the intended part and acceptance conditions clear enough for suppliers to identify assumptions before you place an order. This checklist is for buyers sourcing custom turned or milled parts, including international orders from Türkiye. It is a preparation guide, not a substitute for an agreed drawing and purchase specification.
1. Send the drawing and model at the same revision
Include a readable PDF technical drawing and, where available, a STEP solid model. The model communicates geometry; the drawing communicates requirements such as tolerances, threads, datums, surface texture and inspection notes. Do not assume that geometry alone specifies acceptance criteria.
Put the part number and revision on the drawing and in the enquiry. State the units and identify which document controls if the model and drawing disagree. If the design is preliminary, label it for budget pricing and list the information still to be confirmed.
- ✓Check that the PDF opens clearly and that all sheets are included.
- ✓Use matching file names, for example BRACKET-014_REV-C.pdf and BRACKET-014_REV-C.step.
- ✓Arrange an NDA before sending confidential design files when required; send only files you are authorised to share.
2. Specify the material grade and condition
‘Aluminium’ or ‘stainless steel’ is not a complete material specification. Give the exact grade and required condition, such as aluminium 6082-T6, together with any controlling material specification. Identify whether alternative grades may be proposed or whether substitution requires written approval.
If heat treatment, hardness or material traceability matters, include it at the enquiry stage. State which certificates you require rather than assuming that every quotation includes the same paperwork. Material substitutions or equivalence between designation systems need review, not guesswork.
3. Separate the first order from repeat demand
State the actual first-order quantity and distinguish it from an estimated annual requirement. A forecast is useful for planning, but it is not an order commitment. If you are comparing volumes, request explicit price breaks—for example 25, 50, 100 and 250 pieces—rather than asking for ‘your best price’.
Ask whether programming, tooling, fixtures and first-article work are included in the unit price or quoted separately. If samples must be approved before a batch is released, make that hold point clear.
4. Identify the features that control fit and function
Highlight the dimensions and geometric requirements that matter to the assembly: a bearing seat, sealing face, locating pattern or mating bore, for example. Specify the applicable general tolerances and any feature-specific requirements on the drawing. Do not impose a blanket tight tolerance simply because one interface needs it.
Ask the supplier to flag requirements that need clarification or a different manufacturing approach. A manufacturability suggestion is an option for your engineering team to approve—not permission to change the design.
5. Define the finished condition, not just the machining
Clarify whether the part is supplied as-machined, anodised, plated, ground or otherwise finished. Specify the required surface texture where function depends on it, and include deburring and edge requirements. A photograph can explain a cosmetic expectation, but it should not replace measurable requirements.
For coatings or heat treatment, identify areas to mask and whether critical dimensions apply before or after the process. State any cleanliness, marking and protective-packaging requirements. These details can change the production route and the quoted scope.
6. Agree what will be inspected and documented
Request the inspection documents your receiving team actually needs. Define the characteristics to report, the sampling expectation and whether first-article approval is required. A dimensional inspection report, a material certificate and a certificate of conformity serve different purposes; one does not automatically replace another.
If a specific report format, measurement method or customer approval is mandatory, attach the requirement before quotation. Special documentation and inspection scope must be confirmed for the particular project.
7. Include the delivery destination and required date
Provide the destination country and postal code, your requested delivery date and whether partial deliveries are acceptable. Ask the supplier to distinguish production readiness from transit time and identify when the quoted lead time starts—for example after order, drawing and material approval.
For overseas sourcing, compare quotations on the same delivery basis. Ask each supplier to state the delivery term, named place, freight scope, packaging, currency, payment terms and quotation validity. Do not assume that a unit price includes import duties, taxes or local delivery. Confirm these items for your shipment before ordering.
Copy this RFQ outline into your email
Replace the placeholders with your project details. This is a fictional enquiry structure, not a customer case study or a price offer.
- ✓Subject: RFQ — [part number], revision [C], [50 pieces], delivery to [country/postal code].
- ✓Files: matching PDF drawing and STEP model; units [mm]; controlling document [drawing and revision].
- ✓Material: [grade, condition and specification]; alternatives [not permitted / subject to approval].
- ✓Quantity: first order [50]; optional price breaks [25 / 100 / 250]; repeat demand [estimate only].
- ✓Critical requirements: [feature references, tolerances, finish, treatment, edges and masking].
- ✓Inspection: [reported characteristics, sampling, certificates and any first-article hold point].
- ✓Delivery: [requested date], [destination], [delivery term and named place to be confirmed].
- ✓Please list assumptions, exclusions, one-off costs, production lead time, freight scope and quote validity separately.
Compare the scope before you compare the price
Before selecting a supplier, put the responses side by side: same drawing revision, material, quantity, finished condition, inspection documents and delivery basis. Resolve exclusions in writing. A cheaper quotation that omits a required operation is not a like-for-like saving.
For a CNC Turkey enquiry, you can send the drawing and requirements by email to info@cnc-turkey.com or use the drawing-upload form below. No account is needed. If some details are undecided, identify them explicitly so they can be reviewed rather than silently assumed.
