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How to Request a Quote for Restaurant Equipment (RFQ Template)
The information suppliers need to quote accurately, and how to structure a request so the offers you get back can actually be compared.
23 September 2026 · HospiSourcing
To request a quote for restaurant equipment, give suppliers the same clear specification: item, quantity, dimensions, key technical requirements, delivery location and date. When every supplier quotes the same brief, their offers become comparable and you can judge price, lead time and terms on equal footing.
What an RFQ is
A request for quote — RFQ — is a written brief asking suppliers to price a defined requirement. It is not a casual question; the clearer the brief, the more accurate and comparable the answers.
For equipment, an RFQ usually covers a list of items rather than a single product, so structure matters.
What to include
- Item and quantity, with dimensions where they matter
- Key specification: capacity, power supply, material or finish
- Delivery location and required date
- Whether installation, commissioning or training is required
- Warranty and service expectations
- Payment terms and currency
A simple RFQ template
| Field | Example |
|---|---|
| Item | Four-burner commercial range |
| Quantity | 2 |
| Specification | Natural gas, 800 mm width, cast iron pan supports |
| Delivery | Rotterdam, week commencing 12 October |
| Included services | Delivery, positioning, commissioning |
| Warranty | Minimum 2 years parts and labour |
How to keep offers comparable
Send the same brief to every supplier and ask them to quote line by line. Where a supplier offers an alternative, ask them to state clearly what differs from the original specification.
Once offers arrive, compare total cost of ownership, not just price: delivery, installation, warranty, spare parts and lead time all change the real number.
Common mistakes
- Asking different suppliers different questions, which makes offers impossible to compare
- Leaving delivery and installation unstated, so some quotes exclude them
- Chasing the lowest price before the specification is fixed
- Starting too late for made-to-order or imported equipment
Sourcing in this area? See commercial kitchen equipment or request a quote.
Questions
Frequently asked questions
Straight answers before you start sourcing.
Keep reading
Related guides
More on sourcing and procurement for hospitality businesses.
How to Source Commercial Kitchen Equipment for a New Restaurant
A step-by-step approach to specifying and sourcing a commercial kitchen without overbuying, undersizing or missing the opening date.
Hospitality Procurement Companies: How to Compare and Choose
The main ways to buy procurement support, the questions that reveal the real cost, and the warning signs to watch for.
Tell us what you need.
Send a product list, a specification or a project description and we will come back with comparable offers.