How to prepare a steel RFQ that mills and stockholders can quote correctly

A good steel RFQ does not need to be long. It needs to be complete, unambiguous and structured so the supplier knows exactly what is mandatory.

Many quotation problems start because product identity, project options, inspection requirements and commercial terms are mixed together in free text.

A cleaner RFQ separates them.

1. Start with the line-item identity

Each line should identify the material in a way that can be quoted independently.

Typical fields are:

• item number;
• product form;
• dimensions;
• ordered length;
• quantity;
• grade;
• product standard;
• delivery condition where applicable.

Examples of product form include plate, SMLS pipe, HFI pipe, SAWL pipe, HEA beam, UPN channel, RHS, round bar and forging.

Do not rely on a grade alone. S355 without a product standard, suffix and product form is usually incomplete.

2. Keep dimensions structured

For tubes, separate:

• OD;
• wall thickness;
• length;
• quantity.

For plate:

• thickness;
• width;
• length;
• number of plates or total weight.

For beams/sections:

• profile designation;
• ordered length;
• quantity or total weight.

Avoid embedding all dimensions and requirements into one long description if they can be placed in separate columns.

3. State standard and edition where it matters

The RFQ should identify the governing product standard.

Where edition differences can materially affect the requirement, state the required edition rather than leaving the supplier to choose.

For project specifications, identify the document number and revision.

If several documents apply, establish which one governs in case of conflict.

4. State delivery condition explicitly

Delivery condition is easy to omit and expensive to correct later.

Examples can include:

• +AR;
• +N;
• +M;
• +Q;
• normalized/normalizing rolled;
• TMCP;
• quenched and tempered;
• solution annealed.

Do not assume the supplier will infer delivery condition from nominal strength.

5. Separate base-standard requirements from project extras

A useful RFQ distinguishes:

Base requirement

• grade;
• standard;
• dimensions;
• normal standard testing.

Additional/project requirement

• lower-temperature Charpy;
• CEV/Pcm limits;
• Z-quality;
• UT class;
• hardness;
• CTOD;
• PMI;
• sour-service requirements;
• class approval;
• special tolerances;
• additional chemical limits.

This makes deviations visible and reduces the risk that a supplier prices the base grade while silently omitting project options.

6. Define certification and inspection

State the required inspection document, for example EN 10204 type 3.1 or 3.2 where applicable.

If third-party inspection is required, define:

• who may act as TPI;
• which activities are hold/witness/review;
• whether tests must be witnessed;
• whether final release is required;
• required ITP/QCP submission.

Do not use 3.2 as shorthand for every kind of third-party inspection. The certificate type and project inspection plan are related but separate topics.

7. Specify testing carefully

For each additional test, give enough information to quote it correctly.

For example:

• test method/standard;
• acceptance class/value;
• test temperature;
• orientation;
• frequency/test unit;
• body/edge coverage for UT where applicable;
• whether testing must be witnessed.

A request such as UT required or Charpy -50 can still be incomplete.

8. Include tolerances and end conditions

Items that frequently change cost or availability include:

• thickness tolerance;
• length tolerance;
• straightness;
• flatness;
• ovality;
• corner radius;
• bevel;
• plain/threaded ends;
• machining allowance;
• surface class.

Only specify tighter-than-standard tolerances when the project actually needs them.

9. Marking, traceability and packing

State whether the project requires:

• heat number on each piece;
• project/item number;
• color coding;
• die stamping or paint stencil;
• tagging;
• re-marking after cutting;
• bundle identification;
• end caps;
• seaworthy packing;
• stainless contamination controls.

For stock material that will be cut, define how traceability must be maintained.

10. Commercial fields belong in the same RFQ

A technically complete RFQ can still produce incomparable offers if the commercial basis is unclear.

Include:

• requested price basis, e.g. €/t, €/piece;
• currency;
• Incoterm and named place;
• delivery destination;
• required delivery date/window;
• offer validity;
• partial delivery acceptance;
• packing expectations;
• required quotation lead time.

Incoterms should include the named place, not only the three-letter abbreviation.

11. Ask suppliers to state deviations

This is one of the most useful RFQ instructions:

Supplier shall clearly list all deviations/exceptions from the RFQ. Anything not explicitly deviated shall be deemed compliant only if your contract wording supports that interpretation.

Commercial/legal wording should be reviewed by the responsible company, but technically the principle is valuable: alternatives should be visible rather than hidden inside an offer.

12. Do not over-specify

An RFQ can also fail because it contains requirements that are irrelevant, contradictory or copied from another product form.

Before sending, remove requirements that:

• do not apply to the product;
• conflict with the product standard;
• refer to the wrong NDT standard;
• duplicate another requirement with different acceptance criteria;
• force a particular mill unnecessarily.

For supplier-neutral RFQs, state the technical outcome you need rather than a proprietary mill route unless the project specifically requires it.

A compact RFQ structure

A practical RFQ can use five blocks:

1. Project/commercial information
2. MTO line items
3. Technical requirements
4. Inspection/documentation
5. Delivery/packing/marking

This is usually easier to quote than one large paragraph per item.

For cleaning the starting material list, see How to turn an MTO into a clean steel procurement list.

Final RFQ check

Before issue, ask:

• Is every item uniquely identifiable?
• Are grade, standard and delivery condition complete?
• Are lengths and quantities clear?
• Are supplementary tests stated with acceptance/frequency?
• Is certificate type clear?
• Are project specifications/revisions identified?
• Are deviations requested?
• Is delivery basis clear?
• Can a mill and a stockholder both understand what they are being asked to supply?

If not, correct the RFQ before asking suppliers to price it.

Procurement takeaway

The best RFQ is not the one with the most text.

It is the one where two technically competent suppliers interpret the requirement the same way and can clearly state where they cannot comply.

References and verification sources

• DIN EN 10204:2005-01 — Metallic products, types of inspection documents
• DIN EN 10168:2004-09 — Steel products, inspection-document information
• ICC — Incoterms rules