Can an RFQ be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.

Is a vendor quote legally binding?

A signed quote can create an enforceable offer; enforceability depends on clear terms, signature attribution, and whether the RFQ stated that quotes are binding.

What if a bidder submits late?

Late submissions are typically rejected per RFQ terms. Document the receipt time and follow the RFQ’s stated late-submission policy to avoid fairness issues.

How do I revoke or amend an RFQ?

Issue a written amendment or cancellation to all invited vendors and log the change; amendments should restate the new deadline and be issued before the original deadline.

When is notarization required?

Notarization is not usually required for RFQs; if a contract later requires notarized execution, follow state notary rules or RON requirements where applicable.

How should RFQs be stored and retained?

Retain RFQs, responses, and award documentation per retention policy and legal requirements (IRS 3 years, HIPAA 6 years where applicable); keep audit trails intact for procurement audits.

Electronic Signature
Templates
Miscellaneous
Request for Quotation Form

Request for Quotation Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

REQUEST FOR QUOTATION FORM

Request Details

RFQ Number: Date Issued: Response Due:

Requesting Organization Primary Contact

Supplier / Bidder Information

Supplier Name

Recitals

WHEREAS, the Requesting Organization identified above requires goods and/or services described herein and seeks competitive quotations from qualified suppliers; and

WHEREAS, Supplier represents that Supplier has the capability, experience and capacity to supply the goods and/or perform the services requested, and is willing to provide a quotation in accordance with the terms and conditions set forth in this Request for Quotation; and

WHEREAS, issuance of this RFQ does not constitute an award or an obligation to purchase and all quotations are subject to formal acceptance by the Requesting Organization.

Scope of Work

Provide a clear, itemized description of the goods and/or services to be supplied under this quotation. Include any applicable specifications, standards, delivery milestones and acceptance criteria.

Itemized Quotation

Complete the table below. Prices must be firm for the bid validity period specified in this RFQ.

Item Description	Qty	Unit Price	Line Total

Total Quotation Amount

Payment Terms

Payment will be made in accordance with the following firm terms. Supplier must specify any deviations to be considered part of the quotation.

Proposed Payment Schedule Late Payment Charge

Term and Termination

Contract term commences upon formal acceptance of the quotation and continues until delivery and acceptance of all goods and services unless earlier terminated in accordance with the clause below.

Commencement Date: Completion/End Date:

Notice Period for Termination

Confidentiality

The parties agree that confidential information exchanged in connection with this RFQ and any resulting contract shall be held in strict confidence and used only for the purposes of evaluating, negotiating and performing under any resulting agreement. Confidential information excludes information that is or becomes generally available to the public other than through breach of this provision, was known to the recipient prior to disclosure, or is required to be disclosed by law with prior written notice to the disclosing party.

Additional Confidentiality Requirements (if any)

Evaluation and Award

Quotations will be evaluated on price, conformity to specifications, delivery schedule, warranty, past performance, and other criteria described below. The Requesting Organization reserves the right to reject any or all quotations, waive minor irregularities, and award a contract that it determines is in its best interest.

Evaluation Criteria

Bid Validity and Submission

Quotes must remain valid for the period selected below from the Response Due Date. Late submissions may be rejected.

Validity Period: 30 days 60 days 90 days

Submission Method (select all applicable)

Electronic submission by email to the primary contact indicated above.
Hard copy delivered to the address indicated above.
In-person delivery to the procurement office.

Contractual Terms

The following terms shall apply to any contract resulting from this RFQ. Acceptance of a quotation constitutes agreement to be bound by these terms unless an alternative written agreement is executed.

Governing Law

This RFQ and any contract resulting therefrom shall be governed by and construed in accordance with the laws of the state or jurisdiction specified below without regard to conflict of law principles.

Entire Agreement

The terms and conditions contained in this RFQ, together with a Supplier's accepted quotation and any negotiated written contract, shall constitute the entire agreement between the parties with respect to the subject matter and supersede all prior negotiations and representations. No amendment shall be effective unless executed in writing by authorized representatives of both parties.

Representations and Certifications

By submitting a quotation, Supplier certifies that: (a) the information in this quotation is true and accurate to the best of Supplier's knowledge; (b) Supplier has not engaged in collusive practices in connection with the quotation; and (c) Supplier will comply with all applicable laws and regulations in performing the contract.

Additional Notes

Requesting Organization — Printed Name:

Supplier — Printed Name:

By:

Date:

What a Request for Quotation Form Is and when it is used

A Request for Quotation Form (RFQ) is a procurement document used to solicit firm price quotes from vendors for specific goods or services. It defines technical requirements, quantity, delivery terms, payment terms, and evaluation criteria so suppliers can submit comparable offers. RFQs are common for commoditized purchases where price is the primary selection factor; they contrast with RFPs that seek creative solutions. Properly drafted RFQs reduce ambiguity, speed supplier responses, and create an auditable record of the solicitation and resulting offers for procurement and compliance review.

Why a clear RFQ matters for procurement outcomes

A well-structured RFQ reduces bidder confusion, yields more comparable quotes, and shortens procurement cycles by clarifying scope, schedule, and evaluation rules in one document.

Who issues and who responds to an RFQ

Typical issuing and responding roles are listed below to clarify responsibilities before circulation.

Procurement teams and purchasing managers who need competitive pricing for defined goods or repeat services.
Project managers and department heads who specify technical requirements and delivery schedules for the procurement.
Vendors, subcontractors, and suppliers invited to submit firm price quotations for the listed scope.

Clear role assignment in the RFQ avoids late-stage disputes and supports consistent evaluation across bidders.

Essential sections to include in a professional RFQ

Include concise but complete sections so vendors can provide accurate, comparable pricing and delivery commitments without follow-up clarifications.

Scope

Describe goods or services precisely, include quantities, technical specifications, drawings, acceptable substitutes, and reference standards to avoid ambiguity.

Pricing

Request unit prices, extended totals, currency, taxes, discounts, escalation terms, and clarity on whether shipping and handling are included.

Delivery

State delivery address, lead times, incoterms or delivery terms, required documentation, and any penalties for late delivery.

Evaluation

List evaluation criteria, weighting (if any), required supporting documents, and whether lowest price or best-value selection applies.

Terms

Include payment terms, warranty, returns policy, insurance requirements, and any mandatory contract clauses to be accepted post-award.

Submission

Specify submission method, deadline, required format, contact for questions, and whether electronic signatures are acceptable.

Required fields and contact data to collect

Vendor Legal Name: Full registered entity name

Contact Information: Address, phone, email

Tax Identification: TIN or EIN where required

Quotation Validity: Number of days valid

Price Breakdown: Unit and total prices

Delivery Terms: Lead time and location

Step-by-step: preparing and issuing an RFQ

Follow these sequential steps to prepare an RFQ that yields comparable vendor quotes and minimizes clarification cycles.

01

Define Requirements: Document detailed specifications and acceptance criteria.
02

Set Terms: Determine payment, delivery, and warranty terms.
03

Publish RFQ: Distribute via chosen channels and record issue date.
04

Evaluate Quotes: Compare submissions against criteria and award accordingly.

Configuring an online RFQ workflow

Key workflow settings help automate distribution, reminders, and vendor tracking when using an electronic form system.

Field	Configuration
Response Deadline Field	Auto-validate MM/DD/YYYY and prevent past dates
Mandatory Attachments	Require technical spec upload before submit
Vendor Authentication	Email plus optional SMS code for signer identity
Automatic Reminders	Schedule reminders X days before deadline

Where to send, file, and track RFQ responses

Clarify submission destinations and internal routing so responses are received and stored consistently.

Submission Email: Designate a monitored inbox for initial receipt
Procurement Portal: Accept uploads through a vendor-facing portal
Document Repository: Store final RFQ and responses in central archive
Evaluation Folder: Restrict access to evaluators during scoring

Electronic distribution and signing considerations

Plan how vendors will receive, complete, and sign the RFQ to ensure valid submissions and auditable records.

Format Support: Use PDF or DOCX for universal access
Authentication: Email plus optional SMS or KBA for signer attribution
Audit Trail: Capture timestamps, IP, and actions for compliance

Ensure the chosen platform supports required integrations and retention policies to meet procurement and legal retention obligations.

Typical RFQ timeline and key deadline types

RFQs follow a predictable schedule; specify exact dates and times to prevent disputes and allow fair competition.

Issue Date:

Date RFQ is published — starts question and response windows

Questions Cutoff:

Final date to submit clarification requests, typically 3–7 days before deadline

Response Deadline:

Exact submission deadline; late quotes normally excluded

Evaluation Period:

Time for scoring and reference checks — varies by procurement complexity

Award Notice:

Date vendor is notified and contract discussions begin

Common mistakes that delay RFQ evaluation

Vague specifications that produce non-comparable bids and require clarifications from multiple vendors.
Missing submission instructions or ambiguous deadlines that result in late or misdirected quotes.
Failure to require signed acknowledgement or signature blocks that leads to disputes about vendor intent.
Not validating vendor authority or tax identifiers which complicates award and contracting steps.

Risks and consequences of errors in an RFQ

Bid Rejection: Noncompliant submissions may be excluded

Contract Delay: Errors can postpone award and delivery

Cost Overruns: Incomplete specs may yield higher prices

Procurement Audit: Inadequate records risk audit findings

Legal Disputes: Ambiguity can trigger vendor claims

Reputational Risk: Poor process harms supplier relationships

Real-world examples of RFQ and e-sign workflows

These customer scenarios illustrate practical benefits when RFQs and accompanying documents are handled digitally.

Optica Ventures (COO)

Optica simplified vendor interactions with digital forms and signing

The interface reduced back-and-forth
The team reports easier customer access and faster turnaround without extra training.

Tech Data (CEO)

Tech Data integrated electronic signing into procurement to speed responses

Bulk distribution reduced manual emails
The company improved internal service and accelerated time to revenue during high-volume sourcing.

Best practices for accurate and efficient RFQ completion

Adopt these practices to minimize errors, speed evaluations, and produce auditable procurement records.

Standardize templates and line items

Use a consistent RFQ template and standardized line-item coding so quotes are easily comparable and reduce time spent normalizing responses.

Require signed acknowledgment

Ask vendors to sign an acknowledgment of RFQ terms and deadlines to confirm intent and avoid later disputes about scope.

Use structured attachments

Collect technical specs, certificates, and financial documents as required attachments and validate presence before accepting the quote.

Document the evaluation

Record scoring, clarifications, and communications in a secure repository to support auditability and protest defense.

Frequently asked questions about RFQ completion and e-signing

Answers to common RFQ and electronic submission questions to resolve frequent issues encountered by issuers and respondents.

Need help? Contact support

Can an RFQ be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.
Is a vendor quote legally binding?
A signed quote can create an enforceable offer; enforceability depends on clear terms, signature attribution, and whether the RFQ stated that quotes are binding.
What if a bidder submits late?
Late submissions are typically rejected per RFQ terms. Document the receipt time and follow the RFQ’s stated late-submission policy to avoid fairness issues.
How do I revoke or amend an RFQ?
Issue a written amendment or cancellation to all invited vendors and log the change; amendments should restate the new deadline and be issued before the original deadline.
When is notarization required?
Notarization is not usually required for RFQs; if a contract later requires notarized execution, follow state notary rules or RON requirements where applicable.
How should RFQs be stored and retained?
Retain RFQs, responses, and award documentation per retention policy and legal requirements (IRS 3 years, HIPAA 6 years where applicable); keep audit trails intact for procurement audits.

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