Supplier Quote Request
Template

A Request for Quote (RFQ) template is a structured form that helps you request price estimates from service providers such as plumbers, electricians, and contractors. Instead of explaining your maintenance needs over multiple emails or calls, an RFQ template organises all the essential details in one place, making it easier for suppliers to provide accurate quotes.

Think of it as a time-saving tool that ensures your requests are clear, professional, and easy to track. It helps you avoid miscommunication, compare pricing efficiently, and select the best service provider for the job.

If you manage property maintenance and regularly seek quotes from different service providers, an RFQ template can streamline the process. You should use it when:

• You need to compare pricing from different suppliers before making a decision.
• You want a formal, written breakdown of costs before approving a job.
• You manage multiple service requests and require an organised way to track them.
• You want to avoid back-and-forth emails with unclear or incomplete information.
• You need a formal record of quotes for budgeting and future reference.

By using an RFQ template, you ensure that every supplier receives the same information, making it much easier to compare quotes and choose the most suitable option.

A Request for Quote template is useful for anyone involved in property maintenance or facility management, including:

• Property Managers handling maintenance for rental properties, apartments, or commercial buildings.
• Landlords and Real Estate Owners looking for cost-effective maintenance solutions.
• Facility Managers overseeing repairs in office buildings, hotels, or retail spaces.
• Owners Corporation and Strata Managers managing shared spaces in residential communities.
• Contractors and Building Managers seeking vendor quotes for renovations or repairs.

If you regularly request quotes from service providers, an RFQ template will save you time and ensure you get detailed and competitive responses.

To get accurate and comparable quotes, your RFQ template should include:

1. Your Contact Details – Ensure suppliers know who to reach.
2. Job Description – A clear and detailed explanation of the required work.
3. Location of Service – Specify where the work will be carried out.
4. Timeline and Deadlines – Indicate when the job needs to be completed.
5. Material and Labour Requirements – Outline any specific skills, materials, or tools required.
6. Owner’s Budget (if applicable) – Helps suppliers tailor their pricing accordingly.
7. Deadline for Quote Submission – Ensures you receive responses on time for proper comparison.
8. Terms and Conditions – Any specific requirements related to licensing, compliance, or insurance.

By providing all these details upfront, you reduce the chance of vague responses, missing information, and unnecessary follow-ups. This helps service providers give you a well-structured quote that meets your requirements.

If you manage multiple properties or handle frequent maintenance requests, using maintenance management software can make your job significantly easier. Instead of manually reaching out to suppliers, tracking responses through emails, and struggling to stay organised, a digital solution can automate and streamline the entire process.

With i4T Maintenance, you can:

• Receive and manage maintenance requests in one centralised platform.
• Automate work order creation for faster response times.
• Easily request and compare supplier quotes without back-and-forth communication.
• Ensure supplier compliance with licensing and insurance verification.
• Track work progress in real time to maintain oversight of all jobs.
• Manage tenant feedback to improve service quality.

A maintenance management software like i4T Maintenance eliminates paperwork, reduces delays, and improves efficiency in handling maintenance tasks. If you frequently request quotes from suppliers, upgrading to i4T Maintenance will help you stay organised and make better decisions.

Would you like to simplify your maintenance operations? Get started with i4T Maintenance today.