Sourcing & RFQ
What to Include in an RFQ for Precision-Machined Parts
A practical checklist of the CAD, drawing, material, quantity, finish, inspection, and delivery information a machining quote depends on.
A machining quote is an estimate of process, not just of parts. Whoever prices the job has to decide how the part will be held, how many setups it takes, which features drive the finishing strategy, what has to be measured, and what paperwork ships with it. An RFQ that answers those questions comes back faster and with fewer assumptions baked in.
The checklist below is organized the way a quote gets built — geometry first, then material, then quantity, then requirements and logistics.
1. CAD files
A 3D model is the fastest path to an accurate quote, because programming and toolpath assessment work from solid geometry.
- Native or neutral solid geometry (STEP is widely usable) rather than mesh formats where possible.
- One file per part number, named to match the part number and revision.
- For assemblies, indicate which components are in scope and which are reference only.
- Flag any geometry that is intentionally simplified or represented as reference.
2. 2D drawings
The model defines shape; the drawing defines requirements. Both matter, and where they disagree, say which governs.
- Dimensions, geometric controls, and the datum scheme.
- Title-block general tolerance, plus specific callouts on critical features.
- Surface finish requirements and where they apply.
- Notes covering edge condition, deburring, marking, or material specification.
- Revision level and date, so the shop can confirm it is quoting the current print.
If a print is being reused from an earlier program, note which callouts are still functionally required. Inherited tolerances are a common source of unnecessary cost — see our article on how tolerances affect cost and lead time.
3. Material
Material affects machining strategy, tool selection, stock procurement, and documentation.
- Alloy and condition or temper, not just a family name.
- Applicable material specification if one is required.
- Whether substitutions are acceptable, and which ones.
- Whether material certifications or traceability are required.
- Whether stock will be supplied by you or purchased by the shop.
Naming an acceptable alternate can meaningfully shorten lead time when a specific alloy or form is on extended availability.
4. Quantities and annual volume
Quantity determines how fixed costs are amortized and whether it is worth investing in dedicated workholding.
| What to state | Why it changes the quote |
|---|---|
| Quantity for this order | Sets the basis for per-piece pricing and batch planning. |
| Price-break quantities | Lets you compare unit cost at several volumes in one round. |
| Expected annual volume | Justifies fixturing and process investment that lowers per-piece cost. |
| Release pattern | Blanket order with scheduled releases versus one-time buy changes stock purchasing and scheduling. |
| Prototype-to-production intent | Signals whether the process should be built for repeatability from the start. |
5. Tolerances and critical features
Rather than leaving the shop to infer intent, identify what matters.
- Which features are functionally critical and which are general.
- Any relationships that must hold between features on different faces.
- Features you expect to be inspected and reported.
- Fit conditions where a mating component determines the target.
Conventions we work to are documented under tolerance standards.
6. Surface finishes and secondary processing
Finishing is often the difference between a part that ships and a part that waits.
- As-machined texture requirements, and the surfaces they apply to.
- Coating, plating, anodizing, passivation, or heat treatment, with the governing specification.
- Masking requirements and whether dimensions are before or after coating.
- Marking, part identification, or serialization requirements.
- Whether outside processing is in scope for the shop to manage.
7. Inspection and certification requirements
Inspection
- Whether a first-article inspection report is required, and in what format.
- Which dimensions require documented results.
- Sampling expectations for production quantities.
- Any customer-specified measurement method or fixture.
Certification and compliance
- Material certifications and traceability requirements.
- Certificate of conformance requirements.
- Outside-process certifications that must accompany the shipment.
- Any handling or export-control considerations that apply to the drawing package.
Our measurement and documentation practices are described under inspection and first article inspection.
8. Delivery expectations and logistics
- Required delivery date, and whether it is a hard program milestone.
- Whether partial shipments are acceptable.
- Packaging requirements, especially for finished or sealing surfaces.
- Ship-to location and preferred carrier or freight terms.
- Any receiving-inspection paperwork that must travel with the shipment.
9. Program context that helps
Brief context often improves the response: what the part does in the assembly, whether it is a new design or a revision, whether an existing supplier print is being transferred, and what problem you are trying to solve. That framing lets an engineer suggest a manufacturability change instead of quoting around an expensive detail.
Quick pre-send check
- Model and drawing revisions match and both are attached.
- Material and condition specified, with acceptable alternates noted.
- Quantities stated, including annual volume and price breaks.
- Critical features identified.
- Finish and secondary processing defined with specifications.
- Inspection and certification deliverables listed.
- Delivery date, packaging, and ship-to included.
- A named technical contact for drawing questions.
When the package is ready, submit it through our request for quote form. If something on the list is still undecided, send what you have and note the open items — it is usually faster to review together than to wait for a complete package.