A useful custom metal fabrication RFQ gives the shop enough information to understand the part, the required result, and the conditions that affect price and delivery. At minimum, include current drawings or models, material specifications, quantities, critical tolerances, welding and finish requirements, inspection needs, and the requested delivery date. Clear inputs lead to a more useful quote and fewer assumptions.
Key takeaways
- Send the latest drawing revision and identify the controlling file.
- Specify material grade, thickness or stock form, quantity, and acceptable substitutes.
- Separate function-critical tolerances from standard shop tolerances.
- State welding, finishing, inspection, documentation, packaging, and delivery requirements.
- Mark unknowns honestly so the fabricator can ask the right questions.
What basic information belongs in a custom metal fabrication RFQ?
Start with the business need and the complete scope. A fabricator should be able to tell what is being made, how many are needed, where the item will be used, and what a successful result must do. A short application summary often explains requirements that a drawing alone cannot show.
Include this information in the first RFQ package:
- Part or project name and your internal part number.
- Current drawing number, revision level, and revision date.
- 2D drawings and available 3D models.
- Quantity for the first order and any expected repeat quantities.
- Material grade, thickness, shape, and any approved alternates.
- Critical dimensions, tolerances, and fit-up requirements.
- Weld symbols, welding code, or procedure requirements when applicable.
- Surface finish, coating, cleaning, or passivation requirements when applicable.
- Inspection reports, material certifications, or other required records.
- Packaging, shipping, installation, and requested delivery details.
A & P Fabricating Solutions works with mild steel, stainless steel, carbon, and aluminum and offers a range of custom fabrication services. Reviewing that page before sending the RFQ can help you identify the processes that may belong in the scope.
How complete should the drawings be?
The drawing should communicate design intent without forcing the estimator to guess. Show units, overall dimensions, hole and feature locations, assembly relationships, material callouts, weld information, and the tolerances that matter to function. If a 3D model and 2D drawing differ, state which one controls.
Good drawing control also prevents an old revision from being quoted. Use a clear file-naming system and avoid sending several versions with no explanation. If you are changing an existing part, add a revision note that identifies what changed.
The ASME Y14.5 standard establishes a common language for stating and interpreting dimensions and geometric tolerances. An RFQ does not need complicated GD&T on every feature, but critical requirements should be defined clearly and consistently.
Which material details affect the quote?
“Steel” or “stainless” is not a complete material specification. State the grade, thickness or stock size, and form—such as plate, sheet, tube, pipe, bar, or structural shape. Also identify any required mill certifications, traceability, grain direction, surface condition, or customer-furnished material.
If substitutions are allowed, say so and explain the performance requirement. That gives the fabricator room to suggest a practical alternative without assuming that a different grade is acceptable. If no substitutions are allowed, make that equally clear.
Material details influence availability, minimum purchase quantities, cutting methods, welding inputs, forming behavior, and finish. They can therefore affect both cost and schedule.
What should the RFQ say about welding and inspection?
State the required weld type, size, location, appearance, and acceptance criteria. If the work must follow a particular code, welding procedure, welder qualification, or inspection method, identify it in the RFQ rather than after fabrication starts.
The American Welding Society publishes welding standards and technical resources that define requirements used across many applications. The correct requirements depend on the job, so the buyer or engineer should identify the applicable standard instead of asking the shop to infer it.
Inspection requirements also need to be specific. Note whether you need dimensional reports, material certificates, visual inspection records, nondestructive examination, first-article approval, or customer hold points. Requirements added after the quote can change the work substantially.
How do quantity, delivery, and site conditions change the RFQ?
Quantity changes how a fabricator plans material, fixtures, setups, and labor. Provide the immediate order quantity and, when known, likely repeat volumes. A one-time prototype and a repeating production run may use different methods even when the finished part is the same.
Use a realistic “need by” date and clarify whether it means ship date, arrival date, or installation date. For large fabrications, include destination, receiving hours, dock or crane access, maximum shipping dimensions, packaging rules, and any site restrictions. If field assembly or installation is part of the request, define who supplies rigging, power, permits, and shutdown coordination.
You can also compare the project’s needs with A&P’s published equipment capabilities before requesting a quote.
What if the design is not finished yet?
An incomplete design can still start a productive conversation if the open items are labeled. Separate confirmed requirements from estimates, preferences, and decisions still in progress. Include sketches, reference photos, an existing sample, or functional requirements when formal drawings are not yet complete.
For early-stage products, A&P also offers prototyping services. A prototype or proof of concept can help resolve fit, access, manufacturability, and assembly questions before a larger run.
How can buyers compare fabrication quotes fairly?
Send the same controlled package to every shop and ask each one to list assumptions, exclusions, alternates, and separately priced options. Confirm whether material, tooling, inspection, finishing, freight, and installation are included. The lowest total may not represent the same scope as the other quotes.
A good comparison looks at technical fit, delivery, quality requirements, communication, and total project risk—not only one number at the bottom of the page.
Frequently asked questions
Can I request a fabrication quote without a CAD model?
Yes. A clear 2D drawing, dimensioned sketch, sample part, or detailed scope may be enough to begin. The fabricator may need additional information before offering a firm price.
Should I put a target budget in the RFQ?
A target budget can help a fabricator suggest practical alternatives, especially during prototyping. It should not replace the technical requirements or acceptance criteria.
Do I need to specify every tolerance?
Specify the tolerances that protect fit, function, safety, and interchangeability. Applying unnecessarily tight tolerances everywhere can add work without improving the finished equipment.
What is the most common RFQ problem?
Conflicting or incomplete information is one of the biggest problems. A drawing, model, purchase specification, and email should not give different directions without identifying which document controls.
Ready to discuss your fabrication RFQ?
A & P Fabricating Solutions, LLC serves manufacturers from its Appleton, Wisconsin shop. Send the drawings, quantities, material details, and delivery needs you have now through the quote request page. Our team can review the scope and identify the questions that need to be answered before pricing.
