CNC Machining RFQ Guide: What to Send for a Quote

Start With the Essentials

A useful RFQ explains both the part and the application

A drawing shows geometry, but a reliable quotation also depends on material, quantity, functional priorities, finishing, inspection and delivery expectations. The goal is not to create a perfect document before contacting a supplier. The goal is to identify the information that changes the manufacturing route, risk and quotation basis.

For machinery and automation parts, assembly context is especially important. A supplier should understand which surfaces locate the part, which holes align to other components, which fits affect motion, and which dimensions require documented inspection.

Published August 3, 2026 · Updated September 22, 2026 · Industrial buyer resource

RFQ Checklist

Eight items that create a clear quotation basis

Send what is available and mark any open points. Unknown information can be discussed, but it should not be silently assumed.

01

Drawing or model

Provide a controlled 2D drawing and a 3D model when available.

02

Material

State the grade, condition and whether alternatives may be reviewed.

03

Quantity

Separate prototype, first-batch and expected repeat quantities.

04

Critical features

Identify fits, datums, threads, sealing faces and assembly relationships.

05

Surface finish

Define finish type, color, texture, coating limits and masking.

06

Inspection

List required measurements, reports, certificates and sampling expectations.

07

Packing

Specify labels, part separation, cosmetic protection and kit requirements.

08

Delivery target

State the requested date, destination and any staged-delivery need.

1. Files & Revision

Control the drawing before discussing price

Use the latest released drawing or clearly mark the file as a quotation revision. A 2D drawing is normally the controlling source for tolerances, threads, finishes and notes. A 3D model helps with geometry, tool access and programming.

Include the part number and drawing revision.
Make the units clear and consistent.
Attach assembly views or photos when function is difficult to understand.
Identify whether the model or drawing controls if they conflict.
Remove obsolete files from the RFQ package.

2. Material

Specify the grade, condition and acceptable alternatives

Material affects machining behavior, stability, corrosion resistance, finishing compatibility, availability and total cost.

Exact requirement

State the standard, grade and condition when the material is fixed by design or customer specification.

Approved alternative

Explain whether equivalent regional grades may be reviewed and what properties must remain unchanged.

Documentation

State whether a material certificate, hardness record or other traceability document is required.

3. Quantity & Demand

Separate the first order from repeat demand

Prototype quantity and repeat quantity can lead to different decisions for workholding, tooling, inspection and cycle-time improvement. A quotation for two trial parts is not automatically the same production basis as a recurring order of one hundred parts.

Prototype or sample quantity
First production quantity
Expected reorder quantity and frequency
Number of related part numbers or variants
Whether parts should be quoted individually or as an assembly kit

4. Critical Features

Show which dimensions protect fit and function

Not every dimension creates the same manufacturing risk. Mark the features that influence alignment, motion, sealing, safety, appearance or customer acceptance.

Feature	Information to provide	Why it matters
Datums	Primary, secondary and tertiary references	Defines how the part is located for machining and inspection.
Fits	Mating shaft, bore, pin, bearing or insert requirement	Connects tolerance to assembly function.
Hole patterns	Position relationship, mating plate and coordinate origin	Protects alignment across assemblies and fixtures.
Threads	Standard, class, depth, engagement and insert requirement	Avoids ambiguity in assembly and inspection.
Sealing/cosmetic faces	Surface condition, flatness, finish and protected areas	Controls leakage, appearance or downstream finishing.

5. Finish

Describe the final surface—not only the process name

“Anodize,” “plate” or “paint” may not be enough for a comparable quotation. Include color, gloss or texture reference, coating thickness when controlled, masking areas, threaded holes, electrical contact surfaces and cosmetic acceptance expectations.

Finish type and applicable standard
Color or approved visual reference
Cosmetic faces and allowable marks
Masking, plugging and protected dimensions
Post-finish thread or fit requirements

6. Inspection

Define what must be measured and what records are needed

Inspection requirements should follow functional risk. State which dimensions require records, the expected sampling basis, and whether material or finishing certificates are needed.

Dimensional checks

Identify the CTQs, datum system, gauges or methods when specified, and any first-article requirement.

Material and process records

List certificates, hardness checks, coating records or approved-sample references required with shipment.

Visual acceptance

Define cosmetic surfaces, allowable handling marks, edge condition and finish appearance expectations.

7. Packing & Delivery

Protect the part through international delivery

Packing can be part of the engineering requirement for finished, sharp, delicate or assembly-ready components. Describe how parts should arrive, not only how many pieces fit in a carton.

Individual separation for cosmetic or coated surfaces
Rust protection or sealed bags when required
Part-number and revision labels
Assembly kits, matched sets or batch separation
Carton, pallet and destination requirements

Before You Submit

Final RFQ review

A short final check can prevent a quotation from being based on the wrong revision or incomplete commercial assumptions.

1
Confirm the controlling revision
File names, drawing notes and model revision should agree.
2
Separate fixed requirements from preferences
Show which material, finish, tolerance or delivery points may be discussed.
3
Explain the application
One or two sentences about function can change process and inspection decisions.
4
State the quotation basis
Include quantities, destination, target date and required documents.

Common Questions

CNC machining RFQ questions

These answers help buyers organize the information needed for a practical technical review.

Do I need both a 2D drawing and a 3D model?+

A 2D drawing is normally needed for tolerances, notes, threads and finish requirements. A 3D model helps with geometry and programming. Send both when available and state which document controls.

Can I request a quote before every detail is finalized?+

Yes. Mark open items clearly and identify which alternatives may be reviewed. The quotation should state assumptions so they can be confirmed before production.

Why should I provide repeat quantity?+

Expected repeat demand can affect workholding, tooling, inspection planning, packing and whether setup improvements are justified.

What should I mark as a critical dimension?+

Prioritize features that affect fit, alignment, motion, sealing, safety, cosmetic acceptance or the relationship to mating parts.

Ready for review

Send your drawing and RFQ information

HONMET will review the available files, identify missing technical information and confirm the quotation basis.

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