How to Write an RFQ Plan From Ball Screw Sample to Batch Order

Separate the sample purpose first

Samples may be used for dimension checking, machine testing, customer display, or distributor market validation. The RFQ plan should state sample quantity, final packing needs, inspection report needs, and whether samples must match later batches.

Batch information changes quotation logic

For batch pricing, suppliers look at first order, monthly quantity, mixed models, matching nuts, packing labels, and replenishment rhythm. Sample quantity alone is not enough for stable batch price evaluation.

Lock changed items after sample approval

If length, lead, nut style, accuracy, end machining, or labels change after sample testing, batch quotation should be reconfirmed. The RFQ plan should include sample feedback and drawing revision update steps.

Distributors and OEMs care about different points

Distributors focus on common stock, labels, packing, and replenishment rhythm. OEMs focus on drawing revision, inspection report, batch consistency, and stable lead time. State the buyer type in the RFQ plan.

Sample-to-batch RFQ plan

Sample purpose, sample quantity, test period, and inspection report need.
First order, batch quantity, monthly quantity, mixed models, and replenishment rhythm.
Labels, packing, shipment photos, drawing revision, and changed items after sample feedback.
Target lead time, payment milestones, batch price validity, and long-term purchase plan.

Typical buyer situations

This topic usually appears in distributor stocking, repair replacement, machine retrofit, automation projects, and drawing-based purchasing. If a buyer sends only one model number, the supplier cannot judge the real use, packing risk, or whether machining upgrades are needed.

Details to confirm before quotation

To reduce repeated questions, the RFQ should cover product specification, use case, and delivery expectations together. The following points can be copied into the RFQ form or email.

Purchase purpose: distributor stock, repair replacement, machine project, or sample testing.
Specification: diameter, lead, overall length, thread length, nut type, and quantity.
Machining: cut-to-length, end machining, and whether BK/BF, FK/FF, EK/EF, or other supports must be matched.
Delivery: target quantity, expected lead time, packing, labels, shipping method, and whether shipment photos are required.

Common mistakes

A common mistake is asking only for unit price without application, quantity, or packing details. Another is sending photos without dimensions. This turns quotation into guesswork and can create errors in end machining, nut matching, or long-part shipping.

Next step

If the specification is clear, submit an RFQ directly. If the model or accuracy grade is still uncertain, describe the machine use and old part details so the supplier can recommend a standard part, bar stock, cut-to-length, or end machining route.

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