Guides / Process

How to Write an RFQ a 5-Axis Shop Can Quote in One Pass

September 26, 2026

An RFQ that is missing one number, quantity, tolerance or material, does not get rejected. It gets a reply full of questions, and every round of questions adds a day or two before you have a real price. Sending everything a shop needs in one pass is the single fastest way to get an accurate quote back.

The file

A STEP file (or IGES) plus a PDF drawing with tolerances and finish notes gets the most accurate quote. A drawing without a 3D model works but costs the shop time modeling the part before pricing it. A 3D model without a drawing is worse, since tolerances, GD&T and finish requirements live on the drawing, not in the model geometry.

Material and quantity

State the exact alloy and temper, not just the family. “Aluminum” leaves the shop guessing between 6061 and 7075, which cut and cost differently. State the quantity for this order and, if you expect to reorder, your realistic annual volume. A shop that knows a part will run again may quote the fixture differently than for a true one-off.

Tolerance, written for what matters

A single general tolerance note, “unless noted, ±0.1 mm,” plus tighter GD&T callouts only on features that mate or seal, tells the shop exactly where to spend care. A drawing with the same tight number on every dimension either gets a high price to cover it all, or a request to confirm which ones actually matter.

What the part is for

A line or two of context, this bore locates a bearing, this face seals against a gasket, helps the shop catch a drawing error before it becomes a bad part. It also helps them suggest a cheaper way to hold a tolerance you did not realize was negotiable.

Certifications and paperwork

If the part needs a material certificate, first article inspection report, or a specific standard, say so on the RFQ. Assuming a shop will supply it without being asked is a common source of a quote that looks cheap until the paperwork gets added later.

Timeline and shipping

State when you actually need the part, not just “as soon as possible,” and where it ships. Incoterm and destination country affect logistics cost and sometimes which shops can even take the order.

What not to include

Do not specify the machine type (3-axis, 3+2, simultaneous 5-axis). Describe the geometry and let the shop pick the cheapest method that meets the drawing. Do not ask for a target price before the shop has seen the part, since it invites a number built to match your expectation rather than the actual work.

A short checklist

1. STEP file and PDF drawing with tolerances
2. Exact material and temper
3. Quantity now, and expected reorder volume
4. General tolerance plus GD&T only where it matters
5. What the part mates with or seals against
6. Required certifications or inspection reports
7. Timeline and ship-to country

The short version

A complete RFQ costs you five extra minutes and saves several days of back and forth. Send the file, the exact material, the quantity, a sensible tolerance and the paperwork requirement up front, and most shops can turn around an accurate quote on the first pass.

Frequently asked questions

Keep reading

• Thermal Growth on 5-Axis Machines and How Shops Control It
• Collision Checking and Machine Simulation Before a 5-Axis Run