A Practical RFQ Checklist for Custom Machined Parts

The core files

Send a readable 2D PDF drawing and, when available, a STEP or other agreed 3D CAD file. Include part number, drawing revision and units. If the model and drawing differ, identify which document governs each requirement.

The production requirements

State material grade, quantity and any expected repeat-order volume. Add finishing, deburring, marking, packaging and assembly needs where applicable. For several quantities, ask for pricing at each quantity tier.

The quality and delivery requirements

Highlight critical dimensions and required inspection documents. Provide a target delivery date if you have one, and explain any special packaging or shipping constraints. The supplier can then identify questions before committing to a route or schedule.

A simple next step

If some details are not ready, send what you have and list the open items. Early clarification is often more helpful than waiting until every field is perfect.

The six essentials for a useful quotation

Start with the latest 2D drawing and 3D CAD model where available. Add the material grade, quantity, required finish, critical tolerances and target delivery timing. If a part belongs to an assembly, provide relevant mating information or explain its function. These details help the manufacturer estimate not only machining operations, but also tooling, setup, inspection and finishing requirements.

Tell the supplier what is flexible

Some projects have fixed requirements for material, fit or certification documents, while other details may allow alternatives. If there is flexibility in material, finish, quantity split or packaging, say so. The manufacturer can then discuss practical options rather than guessing. Never leave safety-critical or regulatory requirements ambiguous; alternatives should be reviewed and approved before production.

Clarify quantity, repeat orders and packaging

A prototype quantity and a repeat production quantity may call for different setup and process decisions. If you expect repeat orders, indicate the likely demand pattern where possible. Also state whether parts need individual protection, labels, lot identification or special packing. Packaging may seem secondary, but it can affect surface protection and how parts are received and handled at the destination.