Control drawings and revision numbers in an RFQ

A supplier can quote the wrong version of a design even when the attachment looks professional. Drawing names, dates and revision identifiers belong in the request itself. The purpose is to make the quoted version visible so a later change can be priced deliberately.

Define the requirement

List each drawing or specification file by name and revision. Describe which document governs if dimensions conflict with notes or renderings. If a drawing is only conceptual, label it accordingly and identify which dimensions still need engineering confirmation.

Questions to send with the RFQ

Ask the supplier to cite the drawing revision in its quotation and flag missing tolerances, unmanufacturable details or conflicts. If the supplier suggests a change, request an annotated markup or a change list tied to the same revision rather than a vague “updated design.”

Review the answer

Before comparing offers, check that every supplier quoted the same revision. When you send a new drawing, ask for a revised price and lead time rather than assuming the original offer still applies. Keep the earlier version for traceability; do not overwrite it in the conversation.

An example to adapt

Imagine a bracket drawing that changes hole spacing after the first quote. “Bracket Rev B” should appear in the new request and reply. Without that marker, an inexpensive Rev A price can be accidentally compared with another supplier's Rev B offer.

Decision before sending

Before the RFQ goes out, put the revision identifier in both the email subject or cover note and the document list. If a drawing is replaced later, send an explicit amendment naming what changed and what remains valid. This reduces the risk that one contact has the new file while another prices an older attachment. For a complicated assembly, consider a single document register so the buyer and supplier can both point to the same approved set.

Source context

The FAR amendment rule requires a description when solicitation requirements change. Apply that recordkeeping idea to drawings: list the current revision in the RFQ and name the superseded file whenever a drawing changes.