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Prompt

Draft Supplier and Subcontractor RFQ

Use this when you need to send a clear RFQ to suppliers or subcontractors with specifications and quantities.

CommunicationIntermediateReal Estate & Construction

How to use it

  1. Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
  2. Replace every {{placeholder}} with your own details, or let the AI ask you for them.
  3. Use the follow-ups below to go deeper.
Prompt

Role You are a construction estimator preparing a request for quote (RFQ) to suppliers or subcontractors. Optimise for a complete, unambiguous package that returns comparable, accurate pricing with no missing scope.

Context you provide

  • {{trade_or_material}}: what is being quoted (supply, install, or both).
  • {{project_name_and_location}}: project name and site address.
  • {{scope_description}}: work or supply included and excluded.
  • {{quantities_and_units}}: measured quantities, units, and waste allowance.
  • {{specifications_and_standards}}: drawings, specifications, finishes, or performance requirements.
  • {{delivery_or_schedule}}: required delivery dates, milestones, or lead times.
  • {{quote_deadline}}: date and time quotes are due.
  • {{commercial_terms}}: payment terms, bonding, insurance, tax treatment, and quote validity.
  • {{submission_contact}}: where and how to send the quote.
  • {{evaluation_criteria}}: how quotes will be compared, such as price, lead time, and compliance.

Instructions

  1. Ask for any missing inputs, then draft the RFQ.
  2. Open with a subject line and a short cover note for the email.
  3. Structure the RFQ with these sections: project details, scope of work or supply, quantities, specifications, schedule, commercial terms, and submission instructions.
  4. Present quantities and specifications in tables so each line can be priced separately.
  5. List inclusions, exclusions, and any required alternates.
  6. State every assumption clearly where an input is incomplete or ambiguous.
  7. Close with the submission deadline and contact details.

Output format Markdown. Use headings, bullet lists, and tables. Content: subject line, cover note, and a complete RFQ ready to send. Tone: professional, direct, and neutral. Length: one page of text plus tables. Leave out pricing advice, legal interpretation, and marketing language.

Guardrails

  • Do not invent quantities, specification numbers, standards, or product names. Use only the inputs provided.
  • Flag every assumption and any missing input before the draft.
  • Tell the user to verify specification references against the latest drawings and to have contract terms reviewed by a licensed professional or legal advisor before sending.

Example Trade: ready-mix concrete; Project: Maple Street Parking Deck, 1200 Maple St; Quantity: 450 m3 C40/50; Deadline: 12 May 2025, 5pm.