How to mark unknown details in an RFQ

An RFQ does not become stronger by pretending every choice is final. If a dimension, finish or delivery method is undecided, hiding the uncertainty encourages incompatible assumptions. A visible “open to proposal” field lets suppliers explain their choices and keeps the buyer's review honest.

Define the requirement

For each open detail, say what outcome matters and what remains flexible. A performance target can stay fixed while material or construction remains open. Record the latest date by which the decision must be made if it affects production, but avoid inventing a precise schedule before the supplier responds.

Questions to send with the RFQ

Ask suppliers to give a base proposal, name every assumption and identify the decision that would change price or lead time. If possible, request options with separate cost and timing. This makes the unresolved choice a comparison point rather than a hidden risk.

Review the answer

When reviewing a reply, list assumptions next to the corresponding requirement. If two suppliers make different assumptions, send the same clarification to both before ranking their quotes. A decision cannot be compared fairly while one price includes an item the other excludes.

An example to adapt

Suppose a buyer knows a display must fit a shelf but has not chosen the print finish. The shelf dimensions can be fixed, while matte and gloss remain options. Request each finish as a separate line instead of asking for one unexplained price.

Decision before sending

Create an “open decisions” box beside the requirements, with an owner for each unresolved choice. The supplier should not be asked to make a brand or engineering decision without knowing the result the buyer needs. If the choice affects price, request an option line. If it affects acceptance, hold approval until the buyer decides. This makes uncertainty manageable: it is visible, owned, and capable of being resolved without pretending that the first quotation settled it.

Source context

The FAR amendment rule illustrates a formal way to notify bidders when requirements change. In a private RFQ, flag unresolved choices as open, assign a buyer owner, and issue the eventual answer to everyone pricing that choice.