How to Write an Aviation Parts RFQ That Gets Fast, Accurate Quotes

A request for quote (RFQ) is the first thing a supplier sees from you, and often the only thing. A vague RFQ gets a vague answer, a slow answer, or none at all. A precise RFQ tells the supplier exactly what you need, what paperwork you need with it, and when you need it, so they can quote with confidence. This guide from Airspace Distributors covers what to include, what to leave out, and the common mistakes that stall a quote.

Start with the exact part number

The part number is the core of the request. Give it exactly as it appears in the illustrated parts catalog (IPC) or the component maintenance manual, with every dash and suffix. Dash numbers often mean different configurations, and two parts that differ by one character may not be interchangeable.

Good practice:

Primary part number exactly as published.
Acceptable alternates, but only those your engineering or IPC data approves as interchangeable. Say so explicitly, for example "alternate P/N acceptable per IPC."
Description, such as "starter generator" or "fuel control unit." This helps the supplier catch typos.
Applicable aircraft or engine model, when it helps confirm the configuration.

If you are not sure of the part number, say so and include whatever data you have (old data plate, removed unit's P/N, IPC figure and item). An honest "please confirm" gets a better response than a guess.

State the condition you will accept

Suppliers stock parts in several conditions, and price and availability vary a lot between them. Name the conditions you will accept, using common industry terms: new (NE), new surplus (NS), overhauled (OH), serviceable (SV), or as removed (AR). (Our companion article explains these codes.) If you will accept more than one, list them in order of preference, for example "OH or SV; NE also considered." That lets the supplier quote options instead of answering "not in stock."

Spell out the paperwork you need

Documentation is often where deals fall apart, so put your requirements in the RFQ instead of finding out at receiving inspection. Examples of what buyers commonly specify:

Release documentation: for example an FAA Form 8130-3 Authorized Release Certificate, or an equivalent document acceptable to your quality system. The FAA explains how Form 8130-3 is completed for new articles in FAA Order 8130.21J and for maintenance releases in AC 43-9D.
Traceability: how far back you need the chain of ownership and what history you need (for example back to the last certificated operator or the manufacturer).
Non-incident / non-military statements, if your quality system requires them.
Certificate of conformity from the supplier.

Write down what your own quality manual requires and ask for that. A supplier can only meet requirements it knows about.

Give quantity, timing and destination

Quantity, plus whether a partial quantity is acceptable.
Need date and urgency. Be honest: "AOG" (aircraft on ground) means the aircraft is grounded. Using it for routine needs wears out goodwill.
Ship-to location, so the supplier can estimate lead time and freight, including export considerations if it crosses a border.
Quote deadline: when you need the answer, not just the part.

Ask for the quote details you will compare

Ask every supplier for the same items so you can compare quotes side by side:

Unit price and currency
Condition and the paperwork that comes with it
Lead time / ship date
Quote validity period
Warranty terms
Exchange or core terms, if you are offering a unit in exchange
Shipping terms (for example Incoterms) and freight estimate

Keep it short and structured

Suppliers read many RFQs every day. A simple layout helps them answer fast:

RFQ — [Your company] — [Date]
P/N: 123-4567-01 (alt 123-4567-02 acceptable per IPC)
Description: [ ]
Qty: 2 (partial OK)
Condition: OH or SV (NE acceptable)
Docs required: FAA 8130-3 or equivalent per our QM; traceability to last operator; NIS
Need by: [date] — routine / AOG
Ship to: [city, country]
Please quote: price, lead time, warranty, validity, freight terms
Contact: [name, phone, email]

Common mistakes that slow quotes

Missing or incorrect dash numbers. These cause the most "please confirm" emails.
No condition stated. The supplier has to guess, or quote everything.
Paperwork requirements discovered after the PO. This leads to returns and delays.
Unrealistic urgency labels. Calling everything AOG makes real emergencies harder to spot.
No contact details. A supplier with one quick question may simply skip the RFQ.

After you get the quote

Check the quoted part number, condition and paperwork against your request before you issue a PO. When the part arrives, receiving inspection should confirm that the part, its markings and its documents match. FAA guidance on determining parts eligibility, including AC 00-56B, Voluntary Industry Distributor Accreditation Program, explains why documented supply chains matter to the installer.

FAQ

What's the single most important item in an RFQ? The exact part number, including dash numbers, along with the acceptable condition.

Should I list alternate part numbers? Yes, but only alternates that your technical data approves as interchangeable. Label them clearly.

Is it okay to send one RFQ to several suppliers? Yes. Using the same format for all of them makes the quotes easy to compare.

What does "AOG" mean on an RFQ? Aircraft on ground: the aircraft can't fly until the part arrives. Use it only when that is true.

Why should paperwork requirements go in the RFQ instead of the PO? Because documentation affects price and availability. A supplier who knows your requirements up front can quote parts that will actually pass your receiving inspection.

Sources

FAA Order 8130.21J, Completion of FAA Form 8130-3 under Part 21: https://www.faa.gov/regulations_policies/orders_notices/index.cfm/go/document.information/documentID/1044438
FAA AC 43-9D: https://www.faa.gov/regulations_policies/advisory_circulars/index.cfm/go/document.information/documentNumber/43-9D
FAA AC 00-56B with Change 1: https://www.faa.gov/regulations_policies/advisory_circulars/index.cfm/go/document.information/documentid/1027607

Have a requirement? Send your RFQ to Airspace Distributors via airspacedistributors.com.