The common problem with RFQ emails

If you’re sending out RFQs but vendors aren’t responding, you need to ask yourself: why not?

More often than not, the issue isn’t with the vendor - it’s with the way the request is written! (This is why so many emails of ours are deleted and never answered!)

The mistake most contractors make

Here’s what most contractors include in their RFQ email:

  • Solicitation number
  • NSN
  • Part number
  • Quantity
  • Contract type
  • And more

The problem? Vendors don’t need most of that information to give you a quote. In fact, giving them too much can actually hurt your chances.

Keep it simple: only send what matters

To start the conversation, you only need two things:

  1. Part number
  2. Quantity

That’s it. Keep your ask clean and simple. If the vendor has questions, they’ll ask.

Why oversharing works against you

When you overload your email with unnecessary details, two things happen:

  • You give vendors the solicitation or NSN, which they can use to bid directly without you.
  • You clutter the message, making it harder for them to respond quickly.

The goal is to make quoting back as easy as possible.

Credibility matters more than you think

Another overlooked factor is how your email looks. Imagine a vendor receives an RFQ from “john@gmail.com” with no signature, no logo, and no website. Chances are, that email goes straight to the trash.

Even if you’re new, you can build instant credibility with a few simple steps:

  • Use a domain-based email (e.g., john@yourcompany.com)
  • Add a professional email signature (name, company, phone, website)
  • Link to your business website

These small details tell vendors that you’re legitimate and worth responding to.

How to increase your RFQ response rate

  • Send only what’s needed: part number + quantity
  • Keep the email short and professional
  • Use a business email, not free Gmail/Yahoo addresses
  • Add a proper signature with contact info and website
  • Follow up politely if they don’t respond

The bottom line

If you want vendors to reply to your RFQs, make it easy for them. Keep your requests clean, simple, and professional. Provide only the information they need, and make sure your email presence shows that you’re a serious business.

That’s how you build vendor relationships that last, and that’s how you win more government contracts.

Ready to streamline your RFQ outreach?
GovScraper pulls, organizes, and tracks the latest DLA opportunities, allowing you to spend more time on vendor conversations - and less time searching through DIBBS.


Book a demo today and see how GovScraper helps you increase your response rate and your win rate.