An RFQ is not a price request only. For industrial motor sourcing, your RFQ is a control document that determines quote quality, sample speed, and production risk.
If the RFQ is vague, suppliers fill the gaps with assumptions. That is where delays and mismatched parts start.
For full sourcing context, read the parent guide first: How to Source Planetary Gear Motors from China.
RFQ structure at a glance
Use this 5-part structure:
- Application and operating context.
- Technical requirements and drawings.
- Quality and validation requirements.
- Commercial and logistics terms.
- Communication and timeline expectations.
1) Application and operating context
State the real operating scenario:
- End-use: AGV, robotic arm, medical device, conveyor, access system, etc.
- Duty profile: continuous/intermittent, load cycles, acceleration pattern.
- Environment: ambient temperature, humidity, vibration, ingress risk.
- Mechanical integration constraints: available envelope and installation limits.
This prevents catalog-based quoting when you need application-based engineering.
2) Technical requirements template
Copy this block into your RFQ:
| Item | Requirement |
|---|---|
| Target output torque (rated/peak) | |
| Target output speed | |
| Input voltage range | |
| Rated current / max current | |
| Gear ratio target | |
| Backlash requirement | |
| Noise limit | |
| Shaft type and dimensions | |
| Mounting interface | |
| Connector / cable requirement | |
| IP rating requirement | |
| Expected service life |
Attach controlled drawing files (2D/3D) and reference revision IDs in the RFQ.
Filled example (reference only)
If your team is new to motor RFQs, start from a filled example and edit:
| Item | Example input |
|---|---|
| Application | Indoor AGV traction module |
| Target output torque (rated/peak) | 8 Nm / 16 Nm |
| Target output speed | 120 rpm |
| Input voltage range | 24 VDC +/- 10% |
| Gear ratio target | 25:1 (+/- 10% alternative allowed) |
| Backlash requirement | <= 1.5 deg at output shaft |
| Noise limit | <= 55 dB at 1 m under rated load |
| IP rating requirement | IP54 |
| Expected service life | >= 8,000 hours |
Use example values only as a format guide. Replace with your real operating profile before issuing RFQ.
3) Quality and validation requirements
Include measurable checkpoints before you ask for quote confirmation.
Sample and quality checklist
- Supplier confirms test methods for torque, speed, and temperature rise.
- Supplier provides sampling plan and report format before prototype build.
- Critical dimensions and tolerances are defined in RFQ attachments.
- Incoming/in-process/final inspection checkpoints are acknowledged.
- Packaging and shipment protection expectations are documented.
4) Commercial and logistics terms
Your quote comparison will be invalid unless this section is explicit.
| Commercial item | Buyer input needed |
|---|---|
| Annual volume forecast | |
| Pilot quantity / SOP quantity | |
| Target sample lead time | |
| Target mass-production lead time | |
| Preferred Incoterm | EXW / FOB / CIF / DDP |
| Destination | Port/airport/city |
| Payment structure | Deposit + balance terms |
Need help choosing terms? Read Incoterms for OEM Motor Procurement.
The Free "Quote Normalizer" Cheat Sheet
Do not compare supplier quotes until this table is complete. If you just look at the bottom-line unit price, you will get hit with hidden fees at the pilot stage.
[!TIP] Engineering Efficiency Hack: Stop using unformatted emails for quote comparison. Copy the table below into your internal Google Sheets or Excel, and force every supplier to fill in every single column.
| Normalization Item | Supplier A | Supplier B | Supplier C |
|---|---|---|---|
| Currency & Exchange Date | e.g. USD (May 6, 2026) | ||
| Incoterm & Destination | FOB Ningbo | ||
| MOQ & Price-break | 500 pcs: $35.00 | ||
| Sample Fee & Refund Rule | $150 (Refundable at 1k pcs) | ||
| Tooling/NRE Costs | $800 for custom shaft | ||
| Payment Milestone | 30% Deposit / 70% Before Ship | ||
| Warranty Scope | 12 Months (Parts replacement) |
If one quote omits two or more line items, mark it as non-comparable and request a revision immediately.
The Taboo Topic: Tooling (NRE) vs. Unit Price
Many buyers get excited when Supplier A offers a $25 unit price while Supplier B offers $32. What they miss is that Supplier A is charging a $2,500 NRE (Non-Recurring Engineering) fee for a custom injection mold for the plastic connector, while Supplier B is using a standard off-the-shelf connector.
If your first run is only 200 units for a pilot test:
- Supplier A Total Cost: (200 × $25) + $2,500 = $7,500 ($37.50 effective unit cost)
- Supplier B Total Cost: (200 × $32) + $0 = $6,400 ($32.00 effective unit cost)
Rule of Thumb: Always amortize your tooling costs over your guaranteed Year 1 Volume, not your 3-year projection.
5) Communication and timeline expectations
Define the operating rhythm:
- RFQ response SLA (for example: first response within 48 hours).
- Engineering clarification cadence (email thread or weekly call).
- Owner mapping (buyer engineer, buyer procurement, supplier PM, supplier engineer).
- Issue escalation path and expected closure window.
RFQ disqualification triggers
Set hard stops before quotation review:
- No formal deviation list to your specification.
- No sample test method description for torque/speed/thermal checks.
- No clear revision ownership for drawings and BOM.
- Lead-time commitment provided without dependency assumptions.
- Commercial terms missing Incoterm or destination basis.
Hard-stop rules reduce negotiation noise and protect project schedule.
Attachment naming convention (to reduce revision chaos)
Use a strict, searchable naming format:
[Project]-[DocumentType]-[PartNo]-[Rev]-[YYYYMMDD]
Example:
AGV24-RFQSpec-PGM42-R03-20260506.pdf
Common RFQ mistakes
- Asking “best price” without defining technical baseline.
- Missing duty-cycle context (continuous vs peak usage confusion).
- Not defining pass/fail criteria for sample approval.
- No revision control in drawing attachments.
- Incoterm left undecided until after sample approval.
FAQ
How many suppliers should receive this RFQ?
For most industrial projects, 3 qualified suppliers are enough for a robust comparison.
Should we include target price in RFQ?
Yes, include a target range when possible. It helps suppliers suggest feasible alternatives faster.
Is a separate quality agreement needed?
For recurring OEM orders, yes. Use RFQ for baseline and finalize quality agreement before PO scale-up.
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