RFQ Mistakes That Cost You Money (And How to Specify Correctly)
A poorly written RFQ (Request for Quotation) is the fastest way to get wrong products, wrong pricing, or no quotes at all. After processing thousands of wire enquiries, we see the same five mistakes repeated by buyers across India. Here is how to avoid them.
Precision matters — one wrong gauge spec on an RFQ can cost more than the wire itself
Mistake 1 · Wrong Gauge or Wrong Standard
The single most common RFQ error is specifying the wrong gauge or failing to specify the standard at all. We receive RFQs that just say "16 gauge GI wire" — but SWG 16 is 1.63 mm, AWG 16 is 1.29 mm, and BWG 16 is 1.65 mm. If we quote SWG and you expected AWG, the wire will be 0.34 mm thinner than expected — a 23% reduction in cross-sectional area and strength.
How to fix it: Always specify the gauge system (SWG, AWG, BWG, or mm) and the IS standard number. For example: "SWG 16 (1.63 mm) GI wire to IS 280." If you do not know the exact gauge, specify the diameter in millimetres — that is unambiguous.
Mistake 2 · Wrong Quality Level for the Application
A buyer specifies "GI wire" without mentioning the zinc coating grade. The supplier quotes for Light coating (40-130 g/m²). The buyer assumes they are getting standard outdoor-quality wire (Heavy coating, 180-290 g/m²). Both parties are technically correct, but the wire fails within a year in the outdoor application.
How to fix it: Specify the exact quality requirement in your RFQ. For GI wire, state the IS standard and the minimum zinc coating weight. For HB wire, state the tensile strength range if strength matters for your application. For aluminium wire, specify the grade (EC grade, 1350, 6201, etc.).
Mistake 3 · Impossible Pricing Expectations
We regularly receive RFQs asking for IS 280 GI wire at prices that are 20–30% below the raw material cost. The buyer has been quoted by an unknown supplier and is trying to get established suppliers to match. When no reputable supplier responds, the buyer assumes "all suppliers are the same" and goes with the cheap quote — only to face the problems described in our article on cheap wire from unknown suppliers.
How to fix it: Research current market prices before sending RFQs. Check LME or MCX for base metal prices. Understand that legitimate suppliers have raw material costs, overhead, and profit margins — if a quote is 15%+ below the market, something is being sacrificed (weight, gauge, coating, or quality).
Mistake 4 · Vague or Incomplete Specifications
"I need binding wire" tells a supplier almost nothing. Binding wire for rebar tying (HB wire, SWG 16) is completely different from binding wire for packaging (soft annealed, SWG 18) or binding wire for agriculture (GI, SWG 14). The supplier has to guess — and if they guess wrong, you get the wrong product.
How to fix it: Include these 7 elements in every wire RFQ:
- 1. Material type (GI, HB, aluminium, copper, stainless, etc.)
- 2. Gauge (SWG number + mm diameter)
- 3. IS standard or equivalent specification
- 4. Quantity (kg or tonnes)
- 5. Coil form (coil weight, inner diameter, outer diameter limitations)
- 6. Application (brief description so the supplier can flag specification issues)
- 7. Delivery location and required timeline
Mistake 5 · Unrealistic Lead Times
"Need 10 tonnes of GI wire delivered tomorrow" is a great way to get a very expensive quote or no quote at all. Custom wire products — especially non-standard gauges, special coating weights, or cut-to-length wire — require production time. Even standard stock items need loading and transport scheduling.
How to fix it: Plan your procurement with realistic lead times. For standard stocked gauges from a reliable supplier, allow 3–7 working days. For non-standard items or bulk orders, allow 10–15 working days. If you genuinely need emergency delivery, be upfront about it and expect to pay a premium for expedited service.
Bonus · Sample Wire RFQ Template
Copy this template for your next wire RFQ:
• Material: Hot-dip galvanised iron wire
• Gauge: SWG 16 (1.63 mm) ±0.05 mm
• Standard: IS 280 Heavy coating (min 180 g/m² zinc)
• Quantity: 5,000 kg (100 coils × 50 kg)
• Coil: 50 kg per coil, ID 400–500 mm, OD ≤800 mm
• Application: Gabion basket lacing, outdoor retaining wall project
• Delivery: Ghaziabad, UP · Required by [date + 10 working days]
• Please quote: Per kg price, total ex-works, total delivered, payment terms, lead time
Frequently Asked Questions · RFQ Mistakes
How many suppliers should I send my RFQ to?
3–5 is the sweet spot. Too few and you lack comparison. Too many and quality suppliers may not respond seriously because the perceived chance of winning is low. Qualify the suppliers before sending RFQs — verify they actually stock or produce the product you need.
Should I disclose my budget in the RFQ?
Generally no. If you disclose a budget, suppliers will quote to that number rather than to the specification. You may end up paying more than the market price or getting lower quality than needed. Let suppliers quote independently, then negotiate based on the comparison.
What is the best way to compare quotes from different suppliers?
Create a comparison table with columns for: per-kg price, total price (ex-works), total delivered price, payment terms, lead time, quality standard offered, and warranty/return policy. The lowest ex-works price is rarely the lowest total cost delivered. Also consider the supplier's reliability (see our article on supplier reliability cost).
Should I include terms and conditions in my RFQ?
Yes. Include your standard purchase terms: inspection rights, rejection window, liability for defects, delivery terms (FOB, CIF, ex-works), and payment terms. This prevents disputes later and signals that you are a professional buyer. Suppliers will take a well-structured RFQ more seriously.
Continue Reading
Get a Quote Within 2 Working Days
Send us your specification and we will respond with a clear, itemised quote. GI wire, HB wire, aluminium, copper, stainless — stock or custom.