How to Write an RFQ (Cold Storage & Refrigeration)
Writing a good RFQ is a 90-minute exercise if you follow the sequence below. Skip a step and you'll spend 2–3 weeks answering supplier clarifications instead.
Define scope, capture site data, freeze the specification, publish evaluation criteria, then invite 4–8 suppliers. Every additional supplier beyond 8 lowers quote quality.
Step 1 — Define the business need in one paragraph
Start with why the project exists (new market, capacity constraint, energy upgrade, compliance). This one paragraph aligns every downstream decision and lets suppliers propose smarter alternatives.
Step 2 — Capture site & operational data
Collect ambient conditions, power availability, footprint, product mix and daily throughput. Missing site data is the #1 reason RFQs get re-issued.
Step 3 — Freeze the technical specification
Lock capacity, temperature class, refrigerant, controls architecture and code compliance (ASHRAE, IIAR, ATEX, EN 378) before publication. Use our Technical Specification Guide as a template.
Step 4 — Write commercial terms
Choose Incoterms 2020, currency, milestone payments, warranty and LDs. State up front whether financing (leasing, ECA-backed export credit) is welcome.
Step 5 — Publish evaluation criteria
Publish the scoring rubric inside the RFQ. Transparent criteria produce better bids and defensible award decisions.
Step 6 — Invite the right suppliers
Invite 4–8 qualified vendors — regional and international mix. Use the ColdMatch supplier directory to shortlist by capability, references and geography.
Frequently asked questions
How many pages should my RFQ be?
12–25 pages for turnkey projects, 3–8 pages for equipment-only. Attach drawings and datasheets as annexes rather than inline.
How long should suppliers have to respond?
10 business days for equipment, 15–20 for turnkey. Anything shorter guarantees a generic quote.
Do I need to translate the RFQ?
Yes if you invite non-English speaking suppliers — most losses in Asia and Latin America come from translation gaps. ColdMatch's RFQ Builder outputs 11 languages natively.
Should I meet suppliers before issuing?
For turnkey projects, hold a virtual pre-bid meeting. For equipment purchases it's unnecessary.