Why most contractors get this wrong

When you’re reaching out to a vendor for a quote, it’s easy to overthink the email. Many contractors overload their requests with unnecessary details that don’t help and often hurt their chances of getting a response.

We’ve seen it hundreds of times. The fix is simple.

Two Items to Provide and One Intangible

1. Part number

This is the reference your vendor needs to identify the item. Make sure it’s accurate and easy to spot in your email.

2. Quantity

No vendor can quote without knowing how many units you need. They can provide you a cost for a minimum order quantity, but this will usually price you out. Keep this clear and avoid burying it in a wall of text.

3. A Personal Touch

This is the game changer! Whether they respond or not, your follow-up matters. Pick up the phone, thank them for their reply or if they sent a “no quote,” use the call as an opportunity to introduce yourself and explain why working with you makes sense.

What not to include

Two common mistakes:

  • NSN (National Stock Number) - This is for internal government tracking. Most vendors have no idea what it means, and it’s irrelevant to their pricing process.
  • Solicitation number - This is for you when you place your bid. Vendors don’t need it to quote your item.

Including this extra info clutters the email and makes it look like more work for them. Remember: approved manufacturers may get 20–30 RFQs for the same solicitation. If yours feels like a hassle, it’s likely going straight to the “no quote” pile.

Keep it simple, then follow up

Your initial RFQ email should be short, direct, and easy to answer:

  • Part number
  • Quantity
  • Quick, professional sign-off

Then, regardless of the outcome, follow up by phone. People remember voices far better than they remember email addresses.

Why this works

A streamlined request:

  • Increases your chances of a response
  • Makes life easier for the vendor
  • Opens the door to a real conversation
  • Helps you stand out from the crowd of RFQ blasts

Bottom line

If you want better quotes, strip your requests down to the essentials: part number, quantity, and a plan to build the relationship. Everything else is noise.

Want to scale your RFQ outreach?
GovScraper not only pulls and organizes your RFQs—it helps you track vendor responses and manage follow-ups so you can focus on building the relationships that win contracts.
Book a live demo and see how it works in action.