Product & reference
Give each item a line number. Include the product name and standard edition, or a drawing number and revision. State which reference governs if documents differ.
Fastener knowledge · Buyer guide
How to Prepare
a Fastener RFQ
Give every product line a clear specification, quantity and delivery basis.
A structured enquiry helps XHT review suitable supply options and identify open questions before quotation. Use this guide for standard fasteners, custom parts or mixed sourcing lists.
Before you enquire
Six groups of information
to include.
Mark unknown fields as “to be confirmed”. An incomplete field is easier to review when it is visible.
Size & thread
Specify diameter, pitch or TPI, length and thread length. Identify tolerances, units, head or drive type, and dimensions that cannot be changed.
Material & performance
State the material designation and applicable grade or property class separately. Include service conditions when material or performance needs review.
Finish & application
State the coating or surface condition and any specified treatment or testing. For anchors or screws, add the receiving material and installation requirements.
Quantity & packing
List quantity per size, unit of measure, repeat demand if relevant, carton or bag quantity, marking and whether different items or grades must stay separate.
Checks & delivery
Identify inspection, material information and document requirements. Add destination, required timing and any preferred delivery term with its named place or port.
A practical starting point
Copy the RFQ outline.
Repeat the item fields for each product line, or use the same headings in your spreadsheet. Keep sizes and quantities on separate lines.
The outline is a preparation aid. Your enquiry becomes an agreed specification only after the quotation and order details are confirmed.
Tailor the information
Standard, custom
or mixed requirements.
Use one enquiry, with a clear approval basis for every line.
Standard fasteners
Name the exact standard and edition instead of treating similar DIN and ISO references as automatic substitutes. Confirm material, dimensions and finish on the same line.
Drawing-based parts
Send the controlled drawing revision, critical dimensions, material, tolerances and any sample approval requirement. A photograph can explain the form but does not define every dimension.
Mixed product lists
Keep buyer item numbers consistent across the list, drawings, quotation and packing requirements. Identify any lines that must be shipped together or quoted separately.
What happens next
XHT reviews the requirement
with you.
Supplier matching and agreed checks start from an approved purchasing basis.
What XHT coordinates
- Open specification questions and suitable supply options.
- An itemized quotation basis, including proposed alternatives.
- Agreed inspection, document and packing scope.
- Lead-time basis, consolidation and export arrangements.
What needs buyer confirmation
- The final standard, drawing revision and technical requirements.
- Acceptance criteria and any approved substitutions.
- Quantity, delivery basis and requested documentation.
- Changes to the requirement before the order proceeds.
Manufacturing and production control are carried out by selected independent suppliers. Review quality responsibilities or explore the sourcing process.
Common buyer questions
Before you send your list.
A few points that prevent avoidable back-and-forth.
Can I send an RFQ if some specifications are unknown?
Yes. Send the information you have and label the open points. XHT can coordinate questions and suitable options; do not select an unconfirmed material or dimension just to complete the form.
Can I combine standard and custom parts?
Yes. Separate the product lines, quantities and approval references. Sourcing and consolidation options are reviewed against the actual list.
Are test certificates included automatically?
No. State the required document type, issuing party and traceability scope in the RFQ. Availability, cost and delivery of documents must be agreed.
How should I handle changes after quotation?
Identify the revised line, drawing or requirement and request a revised quotation basis. Keep the revision clear before confirming the order.
Ready to share your fastener list?
Send your specifications, drawings or product list. Keep any open requirements clearly marked.