steel coil RFQ template with specs, coatings, packaging and delivery terms

This steel coil RFQ template with specs, coatings, packaging and delivery terms is a practical blueprint procurement teams can use to accelerate sourcing and reduce back-and-forth with suppliers. The template focuses on required coil specifications, coating and oil designations, packaging and preservation, and clear delivery terms so quotes are comparable and complete from the start.

What this steel coil RFQ template covers (quick overview)

Use this section as an executive summary to tell suppliers exactly what you want and why. Include a short description of the part/application, annual volumes, target lead times, and whether quotes should be for one-time buy or recurring contracts. This overview ensures suppliers understand buyer needs before diving into technical specs and commercial terms.

Core coil specifications to include

Be explicit about measurable physical requirements so quotes reflect the same performance tolerances. At a minimum include:

• Material grade and spec (e.g., ASTM A653, EN 10143, or customer-specific grade).
• Gauge/thickness range and tolerances (nominal thickness and process tolerance band).
• Strip width and width tolerance (minimum, maximum, and preferred nominal width).
• Flatness and camber limits (define measurement method and accept/reject thresholds).
• Edge type and burr limits (e.g., slit edge, mill edge, burr ≤ X mm).
• Coil ID/OD and weight limits (max coil weight, inner diameter standard).

When possible, reference the measurement standards or inspection methods you expect. That reduces ambiguity and prevents suppliers from quoting based on different internal standards.

Specifying coating, oil and surface preservation

List coating types, class/designation, and preservation oils with precise codes. For example, ask for hot-dip galvanized (G90 / Z275), prepainted steel (PVDF/Polyester, color code), or oiled mill finish (light, heavy) and cite the standard (ASTM/EN) if applicable. Also state whether you require passivation, post-paint cure, or special topcoats for forming operations.

• Include acceptable coating thickness ranges, adhesion test method, and percent coverage expectations.
• Specify the type of preservation oil (e.g., light rust preventative; give example product or ISO spec if required).
• State whether temporary protective films, interleaving, or special packing to avoid coating scuff are required.

Packing, palletizing and handling requirements

Poor packing is a top cause of coil damage. Be explicit about packaging so suppliers price the correct preservation level and handling effort:

• Palletizing and banding: whether coils must be palletized or shipped loose; type of banding (steel or polyester) and minimum band count.
• Corner guards and blocking: requirement for edge protection and crate blocking for overseas shipments.
• Surface protection: interleaving, film wrap, or protective paper between wraps for prepainted coils.
• Labeling and documentation: coil ID tags, batch/heat numbers, certificate locations, and handling symbols.

Include handling instructions for forklift and crane lifts if coils have unusual ID sizes or require special lifting gear.

Delivery terms, lead times and Incoterms

Clear delivery terms prevent disputes and allow cost-comparison. State desired Incoterm (e.g., FOB, CIF, EXW), required delivery window, and acceptable delivery tolerances. Also require the supplier to include estimated lead time from PO and any minimum order quantity (MOQ) if applicable.

• Ask for a proposed shipping plan and estimated transit times for each Incoterm scenario.
• State penalties or remedies for late delivery if the buyer requires them (e.g., expedited freight at supplier cost).
• Clarify who handles customs clearance, duties, and local delivery if using international Incoterms.

Inspection, testing and certificates to request

Define acceptance criteria up front: which tests are mandatory at the plant, which are at the buyer’s site, and what certificates must accompany shipment. Typical asks include:

• Mill test certificates (MTC) showing chemical and mechanical properties.
• Coating thickness reports and adhesion test results.
• Visual inspection records and dimensional reports for gauge and width.
• Third-party inspection options and witness points if required prior to shipment.

Specifying required documentation reduces delays at receiving and helps your quality team approve material faster.

Commercial terms, pricing structure and sample wording

Guide suppliers on how to format pricing to make quotes comparable. Ask for:

• Unit price per metric ton or per coil, plus clearly itemized packing, preservation, and freight costs.
• Price validity period and currency.
• Payment terms and accepted payment methods, plus any early-payment discounts or financing options.

Example sample wording for a line item: “Supply 2,000 m.t. of ASTM A653, 1.00 mm ±0.03 mm, hot-dip galvanized Z275 (G90), coil weight 5–8 mt, FOB [port], unit price USD/mt, packaging per spec, lead time 6–8 weeks.”

Checklist and sample RFQ email (copy/paste into procurement)

End with a compact checklist suppliers can confirm and a short sample email to send the RFQ. A checklist should include:

1. Material grade and spec
2. Thickness, width, flatness tolerances
3. Coating and oil designation
4. Packing and palletizing requirements
5. Incoterm and delivery window
6. Required certificates and tests
7. Price format and validity

Sample email opening: “Attached is our RFQ for steel coils. Please confirm availability, lead time, and provide priced options per the attached template. Include MTC and coating reports with your quote.”

Next steps: using the template and receiving comparable quotes

Attach the editable RFQ template, fill in buyer-specific fields (delivery location, PO terms, contact), then send to shortlisted suppliers and request a single consolidated quote file format (for example: CSV or standardized quote form). Use the checklist during quote review to compare apples-to-apples.

Closing recommendations and risk notes

To minimize downstream issues, pilot first deliveries on critical specs, require photos on shipment, and include a clause for corrective actions if supplied material fails acceptance tests. Clear communication of packaging and handling expectations often prevents damage claims and reduces time to production.