A construction-material RFQ checklist suppliers can answer
A useful request for quotation (RFQ) tells every supplier what to price, which documents apply and where a proposal may differ. Before sending a bill of quantities (BOQ), turn it into a request that someone outside your project team can understand.
Start with one package and one current revision. A supplier should not have to infer whether a later email replaces a drawing, whether a quantity includes waste, or whether an accessory belongs in the price. A short, complete request is more useful than a large folder with no instructions.
Give each line an identity
Assign a stable reference to every item and connect it to a location or use. “Floor finish, lobby L01” is easier to clarify than “tiles.” Keep that reference in questions, revised quantities and supplier responses so that an alternative cannot quietly become the specified product.
For each line, record:
- Item reference and project zone.
- Product description and intended use.
- Required dimensions, finish and project-specified performance.
- Quantity and unit, with the measurement basis explained.
- Drawing, schedule or specification reference and revision.
- Required supporting documents or sample approval.
Technical values should come from the approved project information. A purchasing checklist does not determine structural, fire, electrical or other design requirements.
Separate quantity from purchasing allowance
If the BOQ contains a net installed area, label it as net. State who will decide cutting waste, pack rounding and spare stock. Do not silently add the same allowance twice: once in the buyer's quantity and again in the supplier's calculation.
Ask suppliers to show the conversion when they sell in a different unit. A quotation per box should identify pieces per box and the area represented. A total cannot be compared reliably while one offer means square metres and another means unopened packs.
Put the delivery boundary in writing
Include the destination, requested delivery window and whether you want a single shipment or phased quantities. Identify what must be priced separately: packing, transport, unloading, storage, installation or commissioning, as applicable. Ask the supplier to state exclusions instead of leaving the buyer to guess.
Distinguish a required date from a confirmed commitment. Ask when the lead-time clock starts: order acceptance, payment, approved sample or final drawing. Capture the answer beside the number of days or weeks.
Example: one fictional request line
This example demonstrates structure, not a project specification:
- Reference: F-014, lobby L01 floor.
- Requirement: porcelain floor tile; dimensions, finish and required performance as finish schedule FS-03, revision B.
- Quantity: 240 m² net area; waste and spare stock to be shown separately for approval.
- Scope: tiles only; adhesive, grout and installation priced separately if offered.
- Response: product reference, m² per pack, pack count, document links and any deviation from FS-03.
- Delivery: destination and requested phase shown in the attached logistics sheet; supplier to confirm dates and exclusions.
An unanswered requirement remains a question. Mark it as “clarification required” instead of treating silence as compliance.
Check the request before sending
Give the package to a colleague who did not write it. Ask them to identify the current revision, the pricing unit, included accessories and delivery boundary without opening your private messages. Correct any ambiguity before the request reaches suppliers.
The principle of describing the need clearly is also set out in the UK Department for Education's specification-writing guidance. The checklist here applies that general idea to material enquiries; it does not restate public-procurement law.
Use Matravo's material categories to find product-specific guidance, or explore the buyer workflow to prepare your next request.
