RFQ Checklist: What to Include for Faster Quotes

Why Does a Complete RFQ Matter?

An incomplete RFQ starts a back-and-forth email chain that delays your quote by 3–5 business days on average. A complete RFQ - with the right files, specs, and context - typically receives a quote within 24 hours. This checklist covers everything your supplier needs, organized by priority. If your part must mate, seal, align, or press together with another part, the fit-critical notes below are part of the contract package too.

Fit-Critical RFQs

Fit-Critical Requirements: What to Tell a Fabricator Up Front

To specify custom fitting requirements to a fabricator, tell them four things up front: what must mate, which feature owns the tolerance, what condition the dimension applies in, and how the interface will be inspected. A fit code or a tight dimension by itself is not enough.

In practice, fit-critical RFQs combine the drawing clarity from our how to read engineering drawings guide, the interface rules from our press fit vs slip fit guide, and the fabrication constraints in our sheet metal fabrication guide. If any one of those handoff details is missing, the shop may quote the wrong process, inspect the wrong condition, or build parts that pass individually but fail in assembly.

Define the interface

State exactly what must fit: shaft to bore, lid to enclosure, PEM hardware to bracket, or welded face to datum surface. A supplier cannot infer the real interface from a part print alone.

Assign tolerance ownership

Identify which feature this drawing controls and which mating part is reference geometry. This matters when different suppliers make the mating parts or when one feature is intentionally left floating.

Show assembly context

Add a section view, assembly sketch, or marked-up screenshot when the fit depends on direction of insertion, stack-up path, or a hidden mating surface.

Lock the datum scheme

Use the same datums for machining, forming, and inspection that matter in the final assembly. If the shop measures from the wrong origin, a feature can pass inspection and still miss the mating part.

Call out the finished condition

Say whether the controlled dimension applies before anodize, after plating, after PEM insertion, after welding, or after final machining. Fit failures often come from the wrong inspection state, not the wrong nominal size.

State the inspection plan

Tell the supplier what to measure and what to report on the first article. Bore size, hole-to-bend distance, hardware position, or a simple assembly check each drive a different inspection workflow.

Describe the assembly method

If assembly uses hand slip, press force, heat/chill, adhesive, or shims, note it. The same nominal dimensions may work for one assembly method and fail for another.

Control revisions across files

Keep the STEP file, 2D drawing, assembly sketch, and RFQ form on the same revision. A fit-critical quote built from mixed revisions is one of the fastest ways to misquote a part.

Cross-Process Fit Handoff Table

Different interfaces fail for different reasons. This table shows what the supplier needs beyond the nominal dimension so quoting, fabrication, finishing, and inspection all stay aligned.

Interface Type	What to Call Out	Extra Supplier Note	If Omitted
Machined shaft / bore fit	Nominal size plus fit code or explicit bore and shaft limits, with datums on the mating features.	Add surface finish, assembly method, and whether the dimension applies after grinding, plating, or any other size-changing step.	Parts can measure in tolerance one-by-one and still seize, spin, or require the wrong press force.
Sheet metal bend / hole / hardware relationship	Finished hole-to-bend dimension, hardware part number, insertion side, and any bend sequence that changes the final location.	State whether critical holes are inspected after forming, after PEM insertion, or after a secondary machining step.	Holes drift relative to bends, hardware lands on the wrong face, or the mating bracket no longer lines up.
Coated or plated mating features	Base size, finish requirement, mask/no-mask instruction, and the final post-finish dimension that matters to the assembly.	Identify which surfaces stay bare and which surfaces are allowed to build thickness from anodize, paint, or plating.	Coating consumes clearance, kills a slip fit, or makes a planned press fit too aggressive.
Multi-part assembled interface	Assembly sketch, fixed-vs-floating part note, stack-up datum path, and first-article assembly verification requirement.	Name the mating part revision or master gage so every supplier inspects against the same reference.	Each component passes separately, but the finished assembly misses alignment, sealing, or bolt-up.

Drawing / RFQ Sentence Template

Use a note like this when the fit matters more than the raw part geometry:

CRITICAL INTERFACE: [feature] mates to [mating part Rev].

CONTROL FEATURE IN FINISHED CONDITION FROM DATUMS [A-B-C].

INSPECT AFTER [finish / forming / PEM insertion / final machining].

FIRST ARTICLE: REPORT ACTUAL SIZE AND VERIFY ASSEMBLY TO MATING PART.

Step 1 of 6

Manufacturing Process & Material

Specify the manufacturing process and material upfront so the shop can route your job to the right equipment immediately.

Manufacturing process

CNC milling, CNC turning, 3D printing (SLA/SLS/FDM), sheet metal, injection molding, etc.

1.1

Material specification

Full callout, e.g., "Aluminum 6061-T6" or "Stainless Steel 316L." Avoid generic specs like "aluminum" or "steel."

1.2

Material grade & temper

Include temper (T6, T651), condition (annealed, cold-rolled), or UNS/AISI number when applicable.

1.3

Alternate materials acceptable?

State whether substitutions are allowed (e.g., "6061-T6 preferred, 7075-T6 acceptable"). This can speed quoting and reduce cost.

1.4

Pro Tip

If you are unsure about material, describe the application requirements (strength, corrosion resistance, temperature range) and ask the shop for recommendations.

Step 2 of 6

Quantity & Timeline

Quantity and lead time are the two biggest levers on unit price. Providing both upfront avoids a round of clarification.

Order quantity

Exact quantity or quantity tiers (e.g., "Quote for 10, 50, and 100 units").

2.1

Target lead time

Realistic delivery date. Typical standard lead time is 7–10 business days; expedited (3–5 days) typically adds 20–40% to cost.

2.2

Ongoing production?

If this is a recurring order, mention expected monthly or annual volume. Shops offer better pricing for blanket orders.

2.3

Prototype vs. production

Prototype runs may skip some QA steps and tolerate cosmetic imperfections, reducing cost. State your intent clearly.

2.4

Pro Tip

Requesting multiple quantity tiers in a single RFQ lets you see the cost curve and plan your production ramp without additional quote rounds.

Step 3 of 6

Tolerances & Surface Finish

Tolerances and surface finish are the top cost drivers after material. Over-specifying wastes money; under-specifying risks rework.

General tolerance

Specify a blanket tolerance for non-critical dimensions (e.g., "±0.005″ unless otherwise noted").

3.1

Critical tolerances called out

Highlight tight tolerances on the drawing with callouts. The fewer the tight callouts, the lower the cost.

3.2

Surface finish requirements

Specify Ra values (e.g., 63 Ra, 32 Ra) or descriptive finish (as-machined, bead-blasted, anodized, polished).

3.3

GD&T callouts (if applicable)

Include flatness, parallelism, position, and other geometric tolerances with proper datum references.

3.4

Post-processing / coatings

Anodizing (Type II/III), plating (nickel, zinc), powder coating, passivation, heat treatment, etc.

3.5

Finished-condition dimensions

If a coating, hardware insertion, or secondary operation changes the mating surface, state whether the controlled dimension applies before finish or after finish.

3.6

Pro Tip

Not sure what tolerance to specify? Check our CNC Tolerances Guide for standard values by feature type and material.

Step 4 of 6

CAD Files & Drawings

Providing the right file formats eliminates manual conversion and reduces the chance of dimensional errors in quoting.

3D model (STEP preferred)

STEP (.stp/.step) is the universal standard. IGES, Parasolid, and native formats (SolidWorks, Fusion 360, Inventor) are also accepted.

4.1

2D drawing (PDF)

Include a dimensioned 2D drawing with tolerances, surface finish callouts, and notes. The 3D model alone is not sufficient for quoting precision parts.

4.2

File naming convention

Name files clearly: "PartName_RevA.step" and "PartName_RevA_Drawing.pdf". Avoid generic names like "Part1.step".

4.3

Revision tracking

Always include the revision level in the filename and on the drawing title block. This prevents quoting or machining the wrong revision.

4.4

Assembly context (if applicable)

If the part mates with other components, include an assembly drawing or sketch showing the fit relationship, which feature owns the tolerance, and which part is fixed or floating.

4.5

Pro Tip

A complete STEP file + dimensioned PDF drawing is the gold standard. Parts submitted with both typically receive quotes 40–60% faster.

Step 5 of 6

Inspection & Quality Requirements

Stating your quality requirements upfront prevents surprises. Different industries have different standards - make sure your shop knows which apply.

Inspection level

Standard visual inspection, dimensional inspection (calipers/micrometers), or full CMM (Coordinate Measuring Machine) report.

5.1

First Article Inspection (FAI)

Required for production runs. Specifies a detailed inspection of the first part(s) before the full batch runs.

5.2

Fit-critical measurement note

For critical interfaces, tell the shop what to report on the first article: actual bore ID, shaft OD, hole-to-bend distance, hardware position, or assembly verification result.

5.3

Material certifications (MTRs)

Mill test reports certify material composition and mechanical properties. Required for medical, robotics, and regulated commercial applications.

5.4

Industry certifications

ISO 9001, ISO 13485 (medical), etc. These affect which shops can quote your job.

5.5

Certificate of Conformance (CoC)

A signed document stating parts meet all drawing specifications. Standard for production orders.

5.6

Pro Tip

For prototype parts, basic dimensional inspection is usually sufficient. Save full CMM, FAI, and MTR requirements for production to avoid unnecessary cost during prototyping.

Step 6 of 6

Special Requirements & Notes

Anything that does not fit neatly into the categories above. A good "special notes" section prevents the most expensive kind of mistake - assumptions.

Marking / engraving

Part numbers, logos, serial numbers, date codes. Specify method: laser engraving, ink stamp, electro-etch.

6.1

Packaging requirements

Individual bags, foam inserts, ESD-safe packaging, VCI (vapor corrosion inhibitor) wrapping for bare steel.

6.2

Shipping & handling

Domestic vs. international, required carrier, insurance, hazmat (if applicable).

6.3

NDA / IP protection

If the design is confidential, state your NDA requirement upfront. Most reputable shops sign NDAs routinely.

6.4

Known challenges

If you know a feature is tricky (deep pockets, thin walls, tight internal corners), flag it. Shops appreciate the transparency and can plan tooling accordingly.

6.5

Assembly method notes

If the interface uses a press fit, slip fit, adhesive bond, weld fixture, shim stack, or thermal assembly, note it. The same nominal size can behave differently under a different assembly method.

6.6

Pro Tip

The more context you provide about the application - even informally - the better the shop can advise on DFM improvements that save you time and money.

Your checklist is ready — submit it all in one step

MakerStage's quoting form accepts STEP files, 2D drawings, and all the spec details from this checklist in a single upload. You get a quote with free DFM feedback — no back-and-forth on missing info.

Upload Your RFQ Package

Avoid These

Common Mistakes to Avoid

These are the top 5 issues we see in RFQ submissions that delay quotes or cause misquotes. Avoiding them puts you ahead of 90% of submissions.

Sending a 3D model with no drawing

The shop cannot determine tolerances, finish, or material from a model alone. This guarantees a round of questions and delays.

Over-tolerancing every dimension

Specifying ±0.001″ on non-critical features can increase machining cost by 40–80% with no functional benefit.

Missing material specification

Saying "aluminum" instead of "6061-T6" forces the shop to guess or ask - adding 1–3 days to the quoting cycle.

No quantity or lead time provided

Without these, the shop cannot provide a meaningful quote. You will get a "please clarify" email instead of a price.

Wrong revision sent

Quoting or manufacturing from an outdated revision causes costly rework. Always double-check revision levels before submission.

At a Glance

RFQ Essentials Summary

Item	Priority	Example
3D Model (STEP)	Required	PartName_RevA.step
2D Drawing (PDF)	Required	PartName_RevA_Drawing.pdf
Material spec	Required	Aluminum 6061-T6
Quantity	Required	10, 50, 100 units
Lead time	Required	7–10 business days
General tolerance	Required	±0.005″ unless noted
Fit-critical note	If applicable	What mates to what + who owns the tolerance
Surface finish	Recommended	As-machined / 63 Ra
Post-processing	If applicable	Anodize Type II, Black
Finished condition	If applicable	Inspect after anodize / after PEM insertion
Inspection level	Recommended	Standard dimensional
Certifications	If applicable	ISO 9001, ISO 13485
First-article fit report	Recommended	Actual bore ID + hole-to-bend results

Common Questions

Frequently Asked Questions

What file format should I use for my RFQ?

STEP (.stp/.step) is the preferred 3D file format - it is universally compatible with all CAM software. Always include a 2D PDF drawing with dimensions, tolerances, and notes. If your part is for 3D printing only, STL or 3MF files are also accepted.

How quickly can I get a quote?

With a complete RFQ (STEP file + drawing + all details from this checklist), we typically return quotes within 24 hours for standard parts. Complex multi-part assemblies or special certifications may take 2–3 business days.

What if I do not have a 2D drawing?

We can quote from a 3D model alone for simple parts with standard tolerances (±0.005″). For parts with tight tolerances, specific surface finishes, or GD&T requirements, a 2D drawing is essential. We can help create one if needed - just ask.

Can I get quotes for multiple quantities?

Yes - and we recommend it. Request 2–3 quantity tiers (e.g., 10, 50, 100 units) in a single RFQ. This lets you see the volume discount curve and plan your production ramp without additional quote rounds.

Do I need to specify tolerances on every dimension?

No. Specify a blanket general tolerance (e.g., "±0.005″ unless otherwise noted") and only call out tighter tolerances on critical features. This saves significant machining cost while ensuring functional requirements are met.

How do I specify custom fitting requirements to a fabricator?

Tell the supplier what parts mate, which feature owns the tolerance, what finished condition the dimension applies in, and how the interface will be inspected. A fit code or tight dimension by itself is not enough to quote, build, and inspect the job correctly. For machined fits, call out bore and shaft limits or an ISO fit designation plus surface finish and assembly method. For fabricated parts, call out finished hole-to-bend dimensions, hardware orientation, weld or bend sequence, and whether inspection happens before or after coating, hardware insertion, or final machining.

What certifications do you hold?

Select MakerStage suppliers hold ISO 9001 or ISO 13485 (medical). Specific certification requirements should be stated in your RFQ so we can route to a qualified facility.

What does RFQ stand for in manufacturing?

RFQ stands for Request for Quote — a formal document a buyer sends to one or more manufacturers detailing exactly what they need built. A manufacturing RFQ includes the 3D model, 2D drawing, material specification, quantity, lead time, tolerance requirements, surface finish, and inspection level. The more complete your RFQ, the faster and more accurate the quote. Incomplete RFQs typically add 3–5 business days of back-and-forth clarification before a price is returned.

How do I compare quotes from different CNC machining suppliers?

Compare quotes on equal scope, not just unit price. Verify each quote includes the same material grade, tolerance level, surface finish, and inspection requirements. Check whether tooling, setup fees, and shipping are included or listed separately. Ask for a line-item breakdown: material cost, machining time, finishing, and inspection. A $12/part quote with free DFM review and CMM inspection included may be cheaper than a $9/part quote that excludes setup, finishing, and quality documentation.

What makes a manufacturing RFQ complete?

A complete RFQ has six elements: (1) a 3D STEP file, (2) a dimensioned 2D PDF drawing with tolerances and GD&T, (3) a full material specification (e.g., "6061-T6 aluminum" not "aluminum"), (4) quantity and quantity tiers, (5) target lead time, and (6) inspection and certification requirements. Parts submitted with all six elements typically receive quotes within 24 hours. Missing any one of these forces the shop to send a Request for Information (RFI), delaying your quote by days.