Carbon Steel RFQ Template: Specifications Suppliers Need

A vague RFQ returns vague quotes. If you send a Chinese carbon steel supplier only a grade name and quantity, you risk receiving material that is technically correct but dimensionally or certificatically wrong. A well-structured carbon steel RFQ template saves time, reduces sampling rounds, and protects your project timeline.

This article provides a ready-to-use carbon steel RFQ template and explains every field so you can issue professional requests for quotation for plates, bars, pipes, coils, and structural sections.

1. Header and Project Information

Start with context. Suppliers prioritize RFQs that look serious and complete.

Buyer company name and contact person
Destination port or inland delivery point
Target delivery date and order frequency
End-use or application (machining, construction, pressure equipment)
Required incoterm (FOB, CIF, DAP)

2. Product Line Items

Each line item should include the fields below. Use one row per unique combination of grade, size, and finish.

Field	Example value	Why it matters
Product form	Hot rolled plate	Determines mill route and price
Grade / standard	ASTM A36 / EN S235JR / JIS SS400	Avoids wrong chemistry
Dimensions	6 mm × 1500 mm × 6000 mm	Defines cutting and yield
Tolerance	ASTM A6 / EN 10029 Class A	Controls thickness variation
Quantity	50 MT	Used for mill MOQ and freight
Surface	Mill scale, shot-blasted, oiled	Affects packaging and handling
Edge condition	Trimmed / universal mill edge	Important for plates

3. Technical and Quality Requirements

Specify tests and acceptance criteria clearly:

Mill test certificate: EN 10204 3.1 or 3.2
Chemical analysis and mechanical tests
Impact test temperature and energy (if applicable)
Ultrasonic testing standard (ASTM A435, EN 10160)
Third-party inspection body (SGS, BV, TÜV)
Permissible defects and deviation limits

4. Certification and Compliance

Depending on the destination market, you may need:

Certificate of origin
Mill test certificate with chemical and mechanical values
Third-party inspection report
Material safety data sheet (MSDS)
RoHS / REACH compliance statement (for small quantities to EU)

5. Commercial Terms

Term	Recommended wording
Price basis	USD/MT CIF Rotterdam, basis actual weight
Payment	30% TT deposit, 70% LC at sight
Validity	Quote valid for 30 days
Delivery	60 days after LC opening / PO confirmation
Penalty / claim	Late delivery: 0.5% per week, max 5%

6. Packing and Shipping Instructions

Steel is heavy and easy to damage in transit. State:

Bundling method and straps per bundle
Maximum bundle weight for unloading
Marking requirements (heat number, grade, dimensions, gross/net weight)
Rust prevention: oil, VCI paper, or desiccant
Container type (20′ GP, 40′ HC, flat rack for oversized sections)

7. Evaluation Criteria

Tell suppliers how you will compare offers. Common criteria include:

Unit price and total landed cost
Lead time and shipping schedule
Mill reputation and export experience
Certificate quality and inspection options
Payment terms and flexibility

FAQ

How detailed should my first RFQ be?

Include all technical fields from this template. Commercial terms can be summarized if you plan to negotiate later.

Should I ask for samples?

For new suppliers, request a small sample or mill certificate of a previous lot before placing a large order.

What if a supplier cannot meet my tolerance?

Ask for their standard tolerance and re-run it through your engineering team. Sometimes a wider tolerance is acceptable and cheaper.

Do I need to specify the standard year?

Yes. Add “latest edition” or the specific year (e.g., ASTM A36/A36M-19) to avoid disputes.

Conclusion

A carbon steel RFQ template is not just paperwork; it is a quality control tool. The more precise your specifications, the fewer surprises you will face at inspection. Use the fields above to build your own template and reuse it for every Chinese supplier.

Need a reliable carbon steel supplier for your next RFQ? Huaxia-Steel accepts detailed RFQs for plates, bars, pipes, coils, and structural sections with mill-direct pricing and EN 10204 certification.