RFQ Checklist: Data Needed for Accurate Molder Quotes

Why Incomplete RFQs Slow Down the Process

Molder quotes rely on a direct line of information flow from the customer’s requirements to the molder’s cost model. When that flow breaks down, the molder must guess. Guessing leads to assumptions about material, cycle time, or tooling strategy. Those assumptions get priced in, sometimes with a safety margin, and sometimes with a risk premium.

The result is a quote that is either too high for the actual job or too low to be accurate. Both outcomes are bad. A high quote loses the project to a competitor who guessed right. A low quote creates friction later when the molder has to renegotiate or the project slips.

This checklist covers the data points that turn a vague inquiry into a firm, comparable bid. It is organized by theme so you can build a template and reuse it for every part.

Part Geometry and Drawing Data

The foundation of any quote is the part itself. The molder needs to understand the shape, the dimensions, and the complexity.

1. CAD Files: Provide native CAD files (STEP, IGES, or your native format). PDFs are acceptable for reference, but native files allow the molder to run simulation and verify fit.
2. 3D Print or Sample: If available, provide a 3D printed model or a physical sample. This helps the molder visualize undercuts and thin walls that might not be obvious in a 2D drawing.
3. Critical Dimensions: Mark critical dimensions on the drawing. Not every dimension needs a tolerance, but the ones that affect assembly must be clear.
4. Weight and Volume: Include the approximate part weight and volume. This helps the molder estimate melt consumption and machine selection.

Red Flags:

• Drawings with no reference points for the critical features.
• Missing information on internal cavities or hidden features.
• CAD files that do not match the 2D drawings.

Material Selection and Specifications

“Polypropylene” is not a material specification. It is a family. The difference between a standard grade and a high-flow grade, or a filled grade versus a pure grade, changes the price, the cycle time, and the mold design.

5. Material Grade: Specify the exact grade, such as “Polypropylene, Melt Flow Index 30, Natural” or “ABS, UV Stabilized, Black.” If you do not have a specific grade, state that you are open to suggestions based on performance and cost.
6. Supplier Preference: Note if you have a preferred resin supplier. Some molders have long-term contracts that lock in pricing for specific suppliers.
7. Recycled Content: State if you require 100% virgin material or if recycled content is acceptable. Recycled materials often cost less but may have variable properties.
8. Color and Appearance: Specify the color, whether it is a masterbatch or a pigment, and the finish requirement (glossy, matte, textured). Color matching is a separate cost if it needs to match a specific standard.

Red Flags:

• Listing only the polymer type without a grade.
• Requesting a specific color without providing a standard (like RAL or PANTONE).
• No indication of whether the material is food-grade, medical-grade, or general industrial.

Tolerances and Quality Requirements

Tolerances drive tooling cost. A tighter tolerance means a more precise mold, which costs more to machine and maintain. It also increases the inspection burden during production.

9. General Tolerance: State the general tolerance for the part, such as +/- 0.2 mm or +/- 0.05 inch, unless otherwise specified.
10. Critical Tolerances: List any features that require tighter tolerances. For example, a mating surface might need +/- 0.05 mm.
11. Surface Finish: Specify the surface finish, such as “B7” or “3.2 microns Ra.” A smoother finish requires more expensive mold polishing.
12. Inspection Standards: State the inspection standard you will use, such as ASME Y14.5 or a specific customer quality manual.

Red Flags:

• “Tightest possible” as a tolerance.
• No distinction between general and critical dimensions.
• Requesting a mirror finish on complex geometries without understanding the cost implications.

Volume and Timeline

The price of a part changes dramatically based on volume. The first 1,000 units cost more per unit than the first 100,000 units. The tooling cost is amortized over the total run.

13. Target Volume: Provide the total expected volume over the life of the part. Break it down by year if possible.
14. Initial Order: State the quantity for the first production order. This affects the number of molds needed if you are using multi-cavity tooling.
15. Timeline: Give a realistic timeline for tooling and production. A two-month timeline requires a different strategy than a six-month timeline.
16. Peak Season: Indicate if there are peak demand periods. This helps the molder plan capacity.

Red Flags:

• “We will order as needed” without a total volume estimate.
• A timeline that does not account for the lead time of the mold.
• No indication of whether the part is for a prototype, a pilot run, or mass production.

Tooling and Process Preferences

Sometimes the customer has specific requirements for the tooling or the process. If not, the molder will recommend the best option.

17. Cavity Count: If you have a preference for the number of cavities, state it. A four-cavity mold is cheaper than four separate two-cavity molds, but it requires a larger machine.
18. Mold Material: State if you have a preference for mold steel, such as H13, H13L, or 718. For low volumes, aluminum is often recommended.
19. Inserts and Hardware: List any inserts, wires, or hardware that will be molded into the part.
20. Post-Molding Operations: Specify if the part requires secondary operations, such as painting, assembly, or labeling. Some molders do these; others do not.

Red Flags:

• Requesting a specific mold steel without understanding the trade-offs.
• No information on secondary operations.
• Ambiguity about whether the quote includes tooling or just parts.

Commercial and Logistics Data

The quote is not just a number. It includes terms, conditions, and logistics.

21. Delivery Location: Provide the destination address. Shipping costs vary significantly by distance and weight.
22. Packaging Requirements: Specify how the parts need to be packed. Bulk bags, trays, or custom packaging each have different costs.
23. Payment Terms: State your preferred payment terms, such as Net 30 or 50% deposit.
24. Warranty: Define the warranty period for the part and the tool.
25. Change Order Process: Agree on a process for handling changes to the drawing or quantity.

Red Flags:

• No clear delivery address.
• Ambiguity about who pays for shipping.
• No agreed-upon process for changes.

Red Flags to Watch For in Your RFQ

Before you send your RFQ, review it for these common mistakes:

Red Flag	Impact on Quote
Missing material grade	Molder assumes a standard grade, which may be too expensive or too cheap.
No critical dimensions	Molder assumes standard tolerances, which may not meet assembly requirements.
Vague volume estimate	Molder prices for a low volume, which may be too high for your actual need.
No timeline	Molder cannot plan capacity, leading to a long lead time or a premium price.
Ambiguous tooling request	Molder quotes a generic tooling cost, which may not match your strategy.

How to Use This Checklist

This checklist is not a one-time exercise. It is a template. Build a standard RFQ document using these sections. For each new part, fill in the relevant sections. For sections that do not apply, state “N/A.”

Do not leave fields blank. A blank field is an invitation for the molder to guess. If you do not know the answer, say “Open to recommendation” or “Please advise.” This is better than silence.

A well-structured RFQ saves time for both parties. It reduces the number of emails, the number of calls, and the number of revisions. It gets you to a firm quote faster. And it gives you a quote that is actually comparable to other quotes.

The goal is not to make the RFQ perfect. The goal is to make it clear. Clarity reduces risk. Risk drives cost. Reduce the risk, and you reduce the cost.