If you’re selling to the public sector, you’ve probably heard about many acronyms, including RFPs, ITTs, RFIs, and RFQs. In this article, we’ll be speaking about Request for Quote (RFQ).

Unlike RFPs or ITTs, an RFQ doesn’t ask for a complex proposal. It asks for one thing: your price. Buyers use RFQs when they already know exactly what they need, whether it’s software licenses, hardware, consulting hours, or standard services. They’re looking for a clear offer, not creative ideas.

That’s why RFQs are often the easiest entry point for companies looking to win public contracts, especially SMEs. But just because they’re short doesn’t mean they’re risk-free. Missing a small detail or misquoting a price can instantly take you out of the running.

In this article, we’ll explain:

• What makes RFQs different
• What to expect in an RFQ document
• How to respond effectively (without overthinking it)
• And how RFQs fit into your broader public sector strategy

Let’s begin by looking at what makes RFQs unique and why they’re often a fast track to winning.

What makes an RFQ different from RFPs or ITTs?

An RFQ (Request for Quote) is one of the most straightforward tools used in public procurement. Buyers issue an RFQ when they already know what they want — and just need to find out who can supply it at the best price.

Here’s what sets an RFQ apart from RFPs or ITTs:

• It’s focused on pricing, not proposals - the buyer isn’t asking how you’d solve a problem. They’ve already decided what the solution looks like. Your job is to provide a clear and accurate quote.
• It’s used for standard or repeatable needs - think of common purchases like software licenses, IT equipment, facility services (e.g. cleaning, security), hourly consulting work, office supplies, etc.
• It’s usually short and fast - RFQs often have quicker deadlines and shorter documents. The buyer isn’t comparing business models; they’re comparing unit prices, delivery terms, and conditions.
• It can lead to bigger opportunities - many RFQs are part of larger framework agreements or recurring contracts. Winning one may open the door to future work, especially for SMEs.

Next, let’s look at what a typical RFQ actually includes and what you need to prepare when you receive one.

What’s typically included in an RFQ?

RFQs are usually simpler than other procurement formats, but that doesn’t mean you can take them lightly. The information they contain is short, but essential — and your response needs to match exactly what the buyer is asking for.

Here’s what you’ll typically find in an RFQ document:

1. Product or service specifications - the buyer will clearly describe what they want. This could include quantities, models, technical requirements, delivery terms, or quality standards.
2. Delivery timeline - you’ll see when the buyer expects the goods or services to be delivered. Delays (or unclear timelines in your quote) can disqualify you.
3. Pricing format - some RFQs ask for unit pricing, others ask for a total project cost. Make sure you use the format they request and double-check that all taxes or extras are included if required.
4. Submission instructions - you’ll see where and how to submit your quote (email, platform, upload). Follow these exactly. Even small mistakes, like the wrong file format, can lead to rejection.
5. Qualification requirements (optional) - some RFQs include basic eligibility criteria, like proof of registration, previous experience, or insurance coverage.

Now that we’ve covered what to expect, let’s talk about how to respond in a way that gives you the best chance of winning — even in a price-driven competition.

How to respond to an RFQ the smart way?

RFQs may be short, but that doesn’t mean they’re easy to win. In fact, because the process is faster and more competitive, accuracy and clarity matter more than ever.

Here’s how to respond effectively, without overcomplicating it:

• Match the specs exactly - double-check that your offer fits the buyer’s requirements, from quantity to format to delivery terms. One mismatch can disqualify your quote, no matter how good your price is.
• Keep your quote clear and easy to evaluate - use the requested format. Label everything. Don’t add unnecessary text or attachments unless specifically asked. Buyers are comparing multiple quotes quickly, so help them say yes to yours.
• Don’t undercut blindly - price matters in RFQs, but so does reliability. If you quote too low and can’t deliver, you’ll damage trust. Quote competitively, but realistically.
• Add value (if it fits) - If allowed, highlight any extras that strengthen your offer, like faster delivery, better warranty terms, support or onboarding services, volume discounts for larger orders, and similar.

Just make sure these extras are optional and clearly separated from your base quote.

Next, let’s go over the common mistakes companies make when responding to RFQs and how to avoid them.

Top four mistakes that cost you the public contract

RFQs are simple, but that’s what makes mistakes so costly. When buyers are comparing quotes side by side, even small errors can knock you out of the competition immediately.

Here are the most common mistakes to avoid:

1. Submitting the wrong price format - if the buyer asks for unit pricing and you submit a total lump sum. or vice versa, your quote may be rejected without review. Always follow the requested format.
2. Missing deadlines or documents - RFQs often come with short deadlines. If you’re late, you’re out. Also, don’t forget attachments like proof of registration or signed forms if required.
3. Overcomplicating your response - buyers don’t want long introductions or technical explanations in an RFQ. Keep it lean, focused, and easy to evaluate. If it takes too long to read, you lose time (and points).
4. Quoting without reading the fine print - always check terms like delivery location, warranty expectations, or payment schedules. A low price that doesn’t meet those terms won’t win.

Avoiding these mistakes won’t guarantee a win but they will keep you in the running. And when every quote is being judged against the same standard, details decide who gets the contract.

Let’s wrap up by looking at how RFQs fit into a broader public procurement strategy, especially for SMEs.

Where RFQs fit into your public sector sales strategy

RFQs are often seen as “small” opportunities. But for many businesses, especially SMEs, they can be a powerful part of a long-term strategy.

Here’s why they matter:

They’re easier to qualify for

RFQs typically have fewer barriers to entry. That means less paperwork, fewer eligibility restrictions, and faster turnaround, perfect for companies looking to enter the public sector market.

They repeat, often

Governments and institutions regularly use RFQs for recurring needs like equipment, maintenance, software licenses, or advisory services. Winning once can lead to repeat contracts or framework agreements.

They fit inside bigger frameworks

Many larger purchasing systems, like dynamic purchasing systems (DPS) or framework agreements, use RFQs as the request method. If you’re on the list, you’ll get invited. If you’re not, you’ll miss out.

They build public sector credibility

Winning RFQs helps you prove your ability to deliver. That can boost your profile for bigger tenders like RFPs or ITTs in the future.

In short, RFQs may be short but they’re not small. They’re a fast, strategic way to grow in public procurement.

Let’s wrap up.

RFQs - simple, fast, and still strategic

RFQs are short. They’re focused. And they move fast. But they still require discipline, accuracy, and a clear understanding of what the buyer expects.

For suppliers, especially small and mid-sized companies, RFQs are often the easiest way into public procurement. They don’t ask for complex storytelling or high-level strategy, just a clean, competitive offer that meets the requirements.

But winning isn’t just about offering the lowest price. It’s about submitting the right offer, at the right time, in the right way.

At Tendify, we help companies across Europe discover public sector opportunities that fit their size, sector, and capabilities. From local RFQs to large-scale tenders, we bring clarity to what matters, so you can spend less time searching, and more time winning.