How to Write an O-Ring RFQ (Free Template Included)

Sending a vague O-ring inquiry like "Please quote 1,000 black O-rings" will delay your project. A well-structured Request for Quotation (RFQ) gives the supplier everything they need to quote accurately — often within 24 hours. This article covers the eight essential fields every O-ring RFQ should include, a reference table to verify completeness, common mistakes that slow down quoting, and a free downloadable template.

Why RFQ Quality Matters

A detailed RFQ does three things that a vague email cannot:

1. Eliminates back-and-forth questions. Suppliers do not need to ask for dimensions, material, or quantity clarification.
2. Enables material recommendations. When you share operating conditions, a competent supplier can suggest a better or lower-cost compound than you originally specified.
3. Unlocks volume pricing. Annual volume estimates signal long-term partnership potential and often unlock tiered pricing.

Conversely, a one-line RFQ typically triggers a chain of clarification emails that adds 2-5 days to your procurement timeline.

The 8 Essential RFQ Fields

1. Size and Dimensions

Provide at least one of the following:

• AS568 dash number (e.g., AS568-214)
• ISO 3601 size code (e.g., 18.77 x 1.78)
• Inside diameter (ID) and cross-section (CS) in mm or inches
• A dimensional drawing (PDF or CAD file)

If you only know the groove dimensions, state that explicitly and ask the supplier to recommend the size. Groove-based sizing is common for custom housings and retrofit applications.

Pro tip: Always specify the tolerance class if it differs from standard commercial grade. Tight-tolerance seals for aerospace or medical devices may require ±0.05 mm control rather than the standard ±0.15 mm.

2. Material Specification

Be specific about the material grade:

• Generic material: NBR, FKM, EPDM, VMQ, PTFE, HNBR, PU, etc.
• Hardness: Shore A value (e.g., 70 Shore A)
• Color: Black, brown, green, blue, etc.
• Specific compound: If you have a material specification (e.g., AMS-R-83485 for FKM), include it

If you are unsure of the material, describe the fluid, temperature, and pressure instead. A supplier with in-house compounding expertise can recommend 2-3 suitable options within 24 hours.

3. Operating Conditions

Material selection depends heavily on the environment:

• Fluid media: What chemical or fluid will the seal contact?
• Operating temperature: Minimum and maximum in Celsius
• Pressure: Maximum system pressure (bar or MPa)
• Application type: Static seal, reciprocating dynamic, rotary, or oscillating

Common mistake: Buyers often list only the "normal" operating temperature and forget the transient extremes — such as steam sterilization cycles (+134°C) or cold-start conditions (-40°C). Include both steady-state and peak conditions.

4. Quantity and Delivery Schedule

• Initial order quantity
• Annual estimated volume (for volume pricing)
• Required delivery date
• Preferred shipping method: Express courier, air freight, or sea freight

For prototype or new-product introductions, split the quantity into "prototype lot" and "production ramp-up" phases. This helps the supplier plan tooling and raw material procurement.

5. Quality and Certification Requirements

List any required certifications:

• ISO 9001 compliance
• RoHS / REACH
• FDA 21 CFR 177.2600
• USP Class VI
• NACE MR0175 / ISO 15156
• Aerospace specifications (e.g., AMS, SAE)

Pro tip: If you need a Certificate of Conformance (CoC) or material test report (MTR) with each shipment, state this upfront. Some suppliers charge extra for batch-level documentation.

6. Tolerance and Inspection Requirements

• Standard commercial tolerances are usually acceptable for general industrial use
• Specify if you need tight-tolerance control (e.g., ±0.10 mm)
• Request 100% inspection or sampling plans if required

For critical applications (aerospace, semiconductor, medical), specify the inspection method: optical measurement, laser micrometer, or coordinate measuring machine (CMM).

7. Packaging and Labeling

• Standard polybag packaging is the default
• Specify if you need cleanroom packaging, double-bag sealing, or individual labeling
• For export orders, confirm whether pallets must be ISPM-15 compliant

8. Target Price (Optional)

If you have a target price or a previous supplier's quotation, sharing it can help the supplier understand your budget constraints and propose alternatives — such as switching to a lower-cost compound with equivalent performance.

RFQ Field Reference Table

Use this table as a quick checklist before sending your RFQ:

Common RFQ Mistakes to Avoid

Example RFQ Email

> Subject: RFQ — Custom FKM O-Rings for Hydraulic System > > Dear Supplier, > > Please quote the following O-ring requirement: > > Size: AS568-214 (ID 24.99 mm x CS 3.53 mm) > Material: FKM (Viton), 75 Shore A, brown > Quantity: 500 pieces (initial). Annual estimate: 5,000 pieces. > Application: Static seal in a hydraulic valve. Fluid: synthetic hydraulic oil. Max temp: +150°C. Max pressure: 15 MPa. > Certifications: ISO 9001, RoHS. Batch C of C required. > Tolerance: Standard AS568 commercial. > Packaging: Standard polybag, 50 pieces per bag. > Delivery: Required by [Date]. Ship via DDP express courier. > > Please confirm lead time and provide your best unit price. > > Regards, > [Your Name]

Download the RFQ Template

To make this process even easier, we have created a printable PDF RFQ template with all of these fields pre-formatted. You can fill it out and send it directly to any supplier.

Download O-Ring RFQ Template PDF

Frequently Asked Questions

Q1: What if I do not know the material? Include the fluid media, temperature, and pressure. A competent supplier should be able to recommend 2-3 suitable materials based on chemical compatibility charts and temperature ratings.

Q2: Should I send a drawing with the RFQ? Yes, if the seal has non-standard dimensions, special grooves, or metal bonding requirements. A PDF drawing eliminates ambiguity and prevents dimension errors.

Q3: How quickly should I expect a quote? For standard sizes and materials, 24-48 hours is reasonable. For complex custom molds or FFKM compounds, 3-5 days is typical. If a supplier takes longer than a week for a standard RFQ, it may indicate capacity constraints.

Q4: Should I RFQ multiple suppliers at once? Yes. Comparing 2-3 qualified suppliers gives you pricing benchmarks and reveals who asks the right technical questions. The supplier that challenges your assumptions often provides the most reliable long-term partnership.

Q5: Is it okay to share my previous supplier's price? Yes, if you are comfortable doing so. Sharing a target price or previous quotation helps the new supplier propose equivalent or improved alternatives — and signals that you are a serious buyer, not a price shopper.

Q6: What if my application involves food contact or medical use? State this explicitly in the RFQ. Food-contact seals require FDA 21 CFR 177.2600 compliance (or EC 1935/2004 for Europe). Medical devices often require USP Class VI or ISO 10993 biocompatibility testing. These certifications significantly narrow the supplier pool, so flagging them early prevents wasted time.

Request a Custom Quote

O-Ring Supply Co. reviews RFQs within 24 hours for standard materials and provides material recommendations at no charge. We support MOQ as low as 1 piece, standard lead times of 7-15 days, and express delivery in 3-5 days for urgent prototypes. Custom compounds are available on request. ISO 9001, RoHS, and REACH compliance are standard on all shipments.

Submit your RFQ through our Quote Request page or email your requirements directly to our engineering team.