Aerospace RFQ Template for Machined and Fabricated Parts
This is a copy-ready technical RFQ for machined and fabricated aerospace parts, laid out as numbered fields in blocks A to K: header, line items, technical data, material and DFARS specialty metals, special processes, AS9102 first article, certs, packaging, export classification, quantities and delivery terms, and the answers each supplier must return.
Updated
How to use this RFQ template
Copy blocks A to K below into your own RFQ form, fill every field or mark it "not applicable", and send the same document to every bidder. Each field has a number, so a supplier can take exception to "field D4" and your team can compare answers line by line.
The template is built for machined and fabricated aerospace parts: brackets, fittings, housings, weldments, sheet metal assemblies and ground support hardware made to a drawing. The example entries use real specification numbers so you can see the level of detail a supplier needs. Replace them with what your drawing and contract actually call out. The reasoning behind each item is on our aerospace RFQ checklist; this page is the fill-in version. If you would rather build the request in a browser, the RFQ builder walks through the same fields.
Two rules make the template work. First, name every document with its revision, because a spec number without a revision lets the supplier quote whatever copy it has on file. Second, ask for the supplier's answers in block K in a fixed format, so quotes come back comparable instead of as a page of assumptions.
Block A: RFQ header
The header tells the supplier who is asking, under what contract, and when the answer is due.
| No. | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| A1 | RFQ number and revision | Your RFQ number plus a revision letter, for example RFQ 26-0142 Rev A | Lets you reissue cleanly if requirements change and void quotes against the old revision |
| A2 | Issue date and quote due date | Date, time and time zone, for example quotes due 5:00 pm Eastern on the stated date | A fixed deadline keeps the comparison fair across bidders |
| A3 | Quote validity requested | The number of days you need prices held | Material prices move; state the hold you need so the supplier prices it in |
| A4 | Buyer and technical contact | Name, role and email of one buyer and one engineering or quality contact | Technical questions go to one place and the answers can be shared with all bidders |
| A5 | End use and contract tier | Commercial, NASA, or DoD; prime contract number if clauses flow from it | Decides which DFARS, FAR and customer clauses apply in blocks D, G and J |
| A6 | DPAS rating | DO or DX rating and program identification symbol, or none | A rated order carries acceptance deadlines under 15 CFR 700.13; see lead times and delivery |
| A7 | NDA reference | NDA number and date that must be in place before data release | Data does not move until the supplier is bound |
| A8 | Ship-to and receiving hours | Full dock address and any receiving window | Freight, delivery terms and lead time depend on it |
Block B: Line items
One row per configuration. Do not combine dash numbers on one line unless they are truly priced as a set.
| No. | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| B1 | Line number | 1, 2, 3 in the order of the parts list | Every answer in block K refers back to it |
| B2 | Part number and dash number | Exactly as it appears on the drawing title block | The supplier marks and certifies to this number |
| B3 | Drawing revision | The revision letter you want built, for example Rev C | A rev mismatch is the most common cause of rework |
| B4 | Description | Short noun name, for example bracket, machined, titanium | Helps the supplier route the RFQ to the right estimator |
| B5 | Quantities to quote | Two or three breaks, for example 5, 25 and 100 | Shows how much of the price is setup; see block J |
| B6 | Need date per line | Date required at your dock for each line | Lines often have different urgency |
| B7 | First article required | Yes, full; yes, partial; or no, with reason | Detail in block F |
| B8 | Material furnished by | Supplier or buyer; if buyer, quantity and form | Changes price, lead time and who owns the certs |
Block C: Technical data package
List every document the supplier needs to quote and build, each with its revision. If a document is not listed here, assume the supplier does not have it.
| No. | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| C1 | Drawing and all sheets | Drawing number, revision and sheet count, for example 4 of 4 | Notes and flag notes often sit on later sheets |
| C2 | Referenced drawings and parts lists | Each next-assembly, detail and parts list the drawing calls | Hardware and secondary specs hide in referenced documents |
| C3 | 3D model | File name, format (STEP AP242 or native) and which governs if model and drawing disagree | ASME Y14.41 covers digital product definition; state the governing data so nobody guesses |
| C4 | Dimensioning standard | The edition the drawing cites, for example ASME Y14.5-2018 | Datum and tolerance interpretation depend on the edition |
| C5 | Specifications called out | Every spec on the drawing with revision, for example AMS 2700, MIL-PRF-8625 | The supplier must confirm it holds each one; confirm the current revision on ASSIST or SAE |
| C6 | Open changes | Unincorporated ECNs, deviations or redlines, with numbers | Prevents quoting a configuration that is already changing |
| C7 | TDP index for DoD data | The TDP list or index if the program delivers one, for example under MIL-STD-31000B | Confirms the package is complete before quoting |
| C8 | Distribution and export markings | Distribution statement and export legend as marked on the data | Tells the supplier how to handle the files; see block J |
Drawing practice for build-to-print work, including revision rules under ASME Y14.35, is covered on our build to print page.
Block D: Material and DFARS specialty metals
Name the material specification, form and condition, then say whether the specialty metals restriction applies. Alloy name alone is not enough.
| No. | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| D1 | Material specification | Spec, form and condition, for example AMS 4911 (Ti-6Al-4V sheet, strip and plate, annealed) or AMS 4027 (6061-T6 sheet, T651 plate) | Two lots of the same alloy bought to different specs may not be interchangeable |
| D2 | Size or stock allowance | Leave blank unless you require a specific product form or grain direction | The drawing may require grain direction relative to features |
| D3 | Mill certification content | Chemistry, mechanical properties, heat or lot number, spec and revision, melt source | Your receiving inspection checks the cert against D1; see material certs and traceability |
| D4 | DFARS 252.225-7009 | Applies or does not apply. If it applies, flow paragraphs (a) through (c) and (e)(2) unaltered | The clause (January 2023) covers certain steels, nickel and iron-nickel alloys, cobalt alloys, titanium and zirconium, and must flow to subcontracts for items containing them |
| D5 | Melt or production source statement | Require the country of melt on the mill cert or a compliance statement on the CoC | Evidence you can show an auditor |
| D6 | Substitutions | No material or spec substitution without written buyer approval | Stops a supplier swapping in what it has on the shelf |
| D7 | Positive material identification | Required or not, and on what sample | Optional extra check on high-risk alloys |
The exceptions, qualifying countries and the minimal content rule are explained on our DFARS specialty metals page.
Block E: Special processes and approved sources
For each process, give the spec, type and class, and the rule for who may perform it. Special processes cannot be fully verified by inspecting the finished part, which is why source approval belongs in the RFQ, not just the PO.
| No. | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| E1 | Finish | Spec, type, class and color, for example MIL-PRF-8625 Type II Class 1, or MIL-DTL-5541 Type II Class 3 | Type and class change cost, masking and electrical properties; see anodizing and chemical conversion coating |
| E2 | Passivation | For example AMS 2700, with method if the drawing restricts it | Passivation method choices affect corrosion results |
| E3 | Heat treatment | For example AMS 2770 for wrought aluminum parts, with furnace pyrometry to AMS 2750 | Wrong temper is not visible; certs and pyrometry records are the evidence; see heat treatment |
| E4 | Nondestructive testing | Method and spec, for example ASTM E1417 penetrant, with sensitivity level and acceptance criteria | Acceptance criteria often come from the drawing, not the method spec; see nondestructive testing |
| E5 | Source approval rule | One of: buyer approved processor list; customer approved list for the named prime; Nadcap accredited for the commodity; or supplier choice | Many primes restrict special processors to approved lists; state yours |
| E6 | Process certifications | Processor name, spec and revision, lot, quantity and the processor's approval reference | Lets you prove an approved source did the work |
| E7 | Sequence and masking | Any required order of operations and masking areas not on the drawing | Out-of-sequence plating or heat treat can scrap a lot |
Block F: Inspection and AS9102 first article
State the FAI requirement and the production inspection level here so inspection labor is priced in.
| No. | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| F1 | First article standard | SAE AS9102 at the revision in effect on the RFQ date (currently AS9102C), full or partial | Partial FAI only covers changed characteristics; see AS9102 first article inspection |
| F2 | FAI deliverable | Forms 1, 2 and 3 plus ballooned drawing, in PDF or your portal format | Saves a resubmission |
| F3 | FAI notification or witness | Notice period before FAI, and whether you or your customer will witness | Witness points add scheduling time |
| F4 | Production inspection | Sampling plan or 100 percent, by characteristic or by lot | Drives inspection hours per part |
| F5 | Key characteristics | List them, or say none; require variation data if your customer invokes AS9103 | KCs often require SPC or capability data |
| F6 | Source or government inspection | None, buyer source inspection, or government source inspection | GSI needs scheduling with the government representative |
| F7 | Measurement data format | CMM report format and whether raw data files are required | Some customers want native CMM files, not just a summary |
Block G: Certifications and quality clauses
Say exactly which documents ship with the parts and which quality clauses govern the order.
| No. | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| G1 | Certificate of conformance | Your required content, for example PO and line, part number and rev, quantity, lot or serial, spec compliance statement, signature and title | A vague CoC is a top receiving reject; see certificate of conformance |
| G2 | Material certs | Copies of mill certs traceable to the lot shipped | Links the part to D1 |
| G3 | Special process certs | One per process per lot | Links the part to E1 to E6 |
| G4 | Quality clause document | Your PO quality clause set, by number and revision | Use our PO quality flow-down template as a starting point |
| G5 | Supplier quality system | AS9100, AS9120 for distributors, or ISO 9001 minimum, third-party certified | Verify the certificate in IAQG OASIS |
| G6 | Part marking | Method and location from the drawing; MIL-STD-130 at the revision the contract cites where IUID applies | See part marking and labels |
| G7 | Purchased hardware | Counterfeit prevention requirements for any purchased fasteners, inserts or electronic parts | See counterfeit parts avoidance |
Block H: Packaging, preservation and marking
Choose military or commercial packaging explicitly. If you do not, the supplier quotes its own default.
| No. | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| H1 | Packaging standard | MIL-STD-2073-1 with the method and level from the contract, or ASTM D3951 commercial packaging | ASTM D3951 (current edition D3951-18, reapproved 2023) aims for packs that survive any shipping mode and a year of covered storage; military methods cost more |
| H2 | Package marking | MIL-STD-129 where the contract requires it, or your label format | Receiving and government shipments depend on it |
| H3 | Corrosion and handling protection | Caps, plugs, VCI wrap, desiccant, individual bagging | See crating and packaging |
| H4 | Cleanliness | Required level and verification if parts are precision cleaned | Use the fluid cleanliness code tool to state the level |
| H5 | ESD | Required only if the line includes electronic assemblies | Avoids paying for ESD packs on bare metal |
Block I: Export classification and data handling
Classify the data before the RFQ goes out and state the result here. The classification decides who may receive the files.
| No. | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| I1 | Jurisdiction | ITAR, EAR, or not subject to either (public domain or published) | Sets the handling rules for everything below |
| I2 | Classification | USML category from 22 CFR 121.1, for example Category XV for spacecraft items; or ECCN from the Commerce Control List; or EAR99 | Under 15 CFR 734.3(c), items subject to the EAR but not listed on the CCL are designated EAR99 |
| I3 | CUI status | Whether the data is controlled unclassified information, and the marking | If it is covered defense information, DFARS 252.204-7012 flows down; see field G4 |
| I4 | Transfer method | Your secure transfer method; no controlled files by open email or public web forms | Release only to authorized persons |
| I5 | Personnel restriction | US persons only, or as authorized by license | Sharing with a foreign person can be an export |
| I6 | Export clause | DFARS 252.225-7048 on DoD work | The clause (June 2013) requires compliance with the ITAR and EAR and must be included in all subcontracts |
| I7 | Sub-tier locations | Supplier must name any sub-tier or offshore location that would see the data | Lets you check authorization before release |
How we handle controlled data is set out on confidentiality and controlled programs.
Block J: Quantities, need date and delivery terms
Ask for prices in a structure you can compare, and give a need date you can defend.
| No. | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| J1 | Price breaks | The quantities from B5, priced separately | Shows setup amortization |
| J2 | Non-recurring charges | Tooling, fixtures, programming and FAI as separate lines, not buried in the unit price | Lets you see what you pay once versus per lot |
| J3 | Release pattern | Single delivery, or blanket quantity with scheduled releases | A blanket can lower unit price without inventory |
| J4 | Need date | Date at your dock, per line; use the need date planner to back-schedule | Outside processing and FAI add time |
| J5 | Partial shipments | Allowed or not, and minimum partial quantity | Partials can protect a schedule |
| J6 | Delivery terms | An Incoterms 2020 rule with named place, for example FCA supplier's dock, or your domestic FOB point | Incoterms 2020 is the ICC edition in force since January 1, 2020; the rule decides who pays freight and carries risk |
| J7 | Rated order | Repeat the DPAS rating from A6 | Supplier must plan to the rating |
Block K: What the supplier must return
Require a structured response. A quote missing any of these fields is not complete.
| No. | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| K1 | Unit price per break | Per line, per quantity in J1 | Comparable pricing |
| K2 | Non-recurring charges | Itemized per J2 | No hidden NRE |
| K3 | Lead time | Weeks after receipt of order, split into material, first article and production; state if FAI approval gates production | Shows where the schedule risk sits; see lead times and delivery |
| K4 | Revision quoted | Drawing and spec revisions the quote is based on | Catches rev mismatches before the PO |
| K5 | Exceptions | Listed by field number, for example "E5: proposes processor not on list, approval requested" | Turns hidden assumptions into visible ones |
| K6 | Sub-tier sources | Material source (mill or distributor) and each special processor with its approval or accreditation | Lets you check sources against E5 before award |
| K7 | Quality system | Certificate number, standard, scope and expiry | Check it in IAQG OASIS |
| K8 | Export and data handling | ITAR registration status if required, and confirmation of US persons access | Needed before controlled data is released |
| K9 | Cybersecurity status for CUI work | NIST SP 800-171 assessment in SPRS and CMMC status, if the contract requires it | Required before award on applicable DoD subcontracts |
| K10 | Quote validity | Days the price holds, matching A3 | Avoids repricing at award |
How to adapt this template
Start from the contract, not from this page. Pull the prime contract clauses, the customer quality document and the drawing notes first, then delete fields that truly do not apply and mark them "not applicable" rather than leaving them blank, so a supplier can see you considered them.
- For commercial work with no flow-downs, blocks D4, I3, I6 and K9 usually drop out. Keep the material, process and FAI fields.
- For DoD work, confirm with your contracts team which DFARS clauses are in your contract before filling D4, I3 and I6. Clause applicability depends on contract type, value and what is being bought.
- For NASA work, add the project's quality requirements and any government mandatory inspection points to block F.
- For assemblies that include purchased electronic parts, expand G7 using the counterfeit clauses in the PO template.
- Keep the field numbers stable across RFQs so your team and repeat suppliers learn them.
This template is a starting point, not legal or regulatory advice. Have your own contracts, export compliance and quality teams review it before use, and confirm the current revision of every standard on ASSIST, SAE or the issuing body.
Send us the completed template
If you fill in this template and attach your drawing package to the CNC machining quote request, we can match the job without a round of clarifying questions. A person replies within 1 business day. We flow your fields to the suppliers we match so every quote answers the same block L, and you receive one quote, one lead time and one purchase order, with a certificate of conformance and the other certs your request lists. For export-controlled or CUI drawings, do not upload them; contact us first and we set up secure transfer to US persons only.
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Part, quantity and date are enough to start. Drawings and the mutual NDA follow by reply, and controlled programs never send technical data through this site.
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Questions
What is the difference between an RFQ template and an RFQ checklist?
A checklist tells you what to think about; a template gives you the numbered fields to fill in and send. This template turns the items on our aerospace RFQ checklist into blocks A to K with example entries, so every supplier receives the same structured request and answers in the same format. That makes quotes comparable line by line and lets a supplier take exception to a specific field instead of writing general assumptions.
Which revision of AS9102 should an RFQ call for?
Call for SAE AS9102 at the revision in effect on the RFQ date, which is AS9102C at the time of writing, and say whether the first article is full or partial. Prime quality clauses often tie the revision to the RFP or PO date, so matching that wording keeps your flow-down consistent with what your customer expects. Confirm the current revision on SAE before issuing the RFQ.
Do I need to put DFARS 252.225-7009 on an RFQ for machined parts?
Only if your contract carries it and the part contains specialty metals such as titanium, certain alloy steels, nickel alloys, cobalt alloys or zirconium. When it applies, the clause says paragraphs (a) through (c) and (e)(2) go into subcontracts for items containing specialty metals, without alteration except to identify the parties. Putting it on the RFQ means suppliers quote compliant material and the certs to prove it.
Should the supplier list its sub-tier processors in the quote?
Yes. Asking for the material source and each special processor in the quote lets you check them against your approved source rules before you award, rather than discovering an unapproved plater after parts arrive. Ask for each processor's approval or accreditation reference too. If the supplier proposes a processor that is not on your list, it should flag that as a numbered exception so you can approve or reject it up front.
What delivery terms should I use on an aerospace RFQ?
Use a named Incoterms 2020 rule with a named place, or your standard domestic FOB point, and state it the same way on the RFQ and the PO. The rule decides who arranges freight and when risk passes, which changes the quoted price. Incoterms 2020 is the edition published by the International Chamber of Commerce and in force since January 1, 2020.
How should I send export-controlled drawings with this RFQ?
Classify the data first, record the result in block I, and release files only to suppliers whose people are authorized to receive them, through a secure transfer method. Do not attach ITAR or EAR controlled files to an open email or upload them to a web form. With us, controlled data never moves through the website; it goes by secure transfer to US persons only, after an NDA.
Related
Sources
- SAE International, AS9102C Aerospace First Article Inspection Requirement
- Acquisition.gov, DFARS 252.225-7009 Restriction on Acquisition of Certain Articles Containing Specialty Metals (Jan 2023)
- Acquisition.gov, DFARS 252.225-7048 Export-Controlled Items (June 2013)
- Acquisition.gov, DFARS 252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting (May 2024)
- Cornell LII, 15 CFR 734.3 Items subject to the EAR (EAR99 designation)
- Cornell LII, 22 CFR 121.1 The United States Munitions List
- Cornell LII, 15 CFR 700.13 Acceptance and rejection of rated orders
- International Chamber of Commerce, Incoterms rules (Incoterms 2020 in force from January 1, 2020)
- ASTM International, D3951-18(2023) Standard Practice for Commercial Packaging
- MIL-STD-2073-1E with Change 2, Standard Practice for Military Packaging (PDF copy from ASSIST)
- SAE AMS 4911, Titanium Alloy Sheet, Strip and Plate, 6Al-4V, Annealed
- ASME Y14.41 Digital Product Definition Data Practices
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