A complete RFQ checklist for hydraulic components

1. Define exactly what is being purchased

Use one line item for each distinct product and configuration. State whether the requirement is a complete assembly, an individual valve or a service component. Include the existing manufacturer and full model when known, plus the drawing number and revision. For a new design, provide the approved functional requirement rather than selecting a model by appearance.

Give each line item a buyer reference such as H-001. Use that reference on drawings, photographs and supplier responses. It prevents a clarification about one valve from being mistaken for approval of every item in a mixed inquiry.

2. Attach the technical information available

Keep engineering requirements distinguishable from observations. For example, an existing gauge reading is an observation unless the responsible engineer confirms it as the selection requirement. Do not fill an unknown field with a guessed value just to complete a spreadsheet.

3. Make the document package easy to review

Name files consistently: line-item reference, document type and revision. Include an unedited nameplate photograph, the relevant assembly view and any approved specification. A short attachment list is useful when several people are sending files. State which drawing is controlling when an older catalogue page differs from a newer equipment drawing.

If a scan is incomplete or unreadable, explain the gap. For the supplied hydraulic catalogue, reference both the PDF page and the printed page where possible. This matters because the 25-page PDF contains two-page product spreads; a printed product-page number and a PDF-page number are not always the same.

4. Add the commercial requirements separately

These are requests for the supplier’s offer, not promised CHILL terms. A forecast should be labelled as a forecast rather than a committed order. Keep urgent delivery needs visible without allowing them to hide open technical questions.

• Quantity per line item, any sample quantity and the basis of a possible repeat order.
• Destination country and delivery location, requested delivery date and whether partial shipment is acceptable.
• Requested quotation currency, delivery term and a clear statement of what freight or other charges are included.
• Packaging, identification labels and document language required for receiving inspection.
• Quotation validity, stated lead time and the event from which the lead time is calculated.

5. Ask for a deviation list

Ask the supplier to mark each requirement as confirmed, not offered or requiring clarification, and to list proposed deviations explicitly. “Equivalent” is too broad to close a technical review unless the basis of equivalence is documented. Separate an offered alternative from the requested product in the commercial comparison.

Before placing an order, reconcile the quotation, final drawing and line-item description. Record the responsible technical approver and the agreed revision. If a change affects the requirement, have the supplier update the offer instead of relying on a scattered email comment.

6. Use a clear opening message

Start with the purpose and the attachment list: “Please quote the attached hydraulic-component schedule. Each item has a drawing or existing model reference. Please provide the proposed product, lead time, price basis and a separate list of deviations or missing information. Items with unresolved technical requirements are for review only.” The website inquiry form can prepare this email text; drawings should be attached in your email application before sending.