A good RFQ (request for quote) lists exact part numbers, quantities, acceptable conditions, your delivery country and your target date. With that information, a supplier can check stock and reply with accurate pricing on the first pass, without a round of follow-up questions.
What to include
| Item | Why it matters | Example |
|---|---|---|
| Part number | Identifies the exact part, firmware and carrier | Option, spare, FRU or OEM number |
| Description | Confirms the part number and catches typos | "1.92 TB SAS SSD, SFF, with carrier" |
| Quantity | Affects price and availability | 8 |
| Condition | New, refurbished and used have different prices and lead times | "Refurbished or used" |
| System | Lets us check fit and compatibility | Server model and generation |
| Delivery country | Shipping cost, duties and export rules | Germany |
| Target date | Lets us match lead times | "Needed on site by 15 March" |
| Target price | Optional; helps us find a matching option | Per unit, in your currency |
Part numbers first
The part number is the single most useful field. Product names are often ambiguous: one server model name can cover dozens of configurations, and one drive capacity can come in several interfaces and carriers.
- Send the number printed on the existing part or on your original order.
- If a label shows several numbers, send them all. Option, spare and OEM numbers help confirm the same part.
- For older parts, include superseded numbers if you know them.
See server part numbers explained for where to find them.
If you do not have a part number, describe the part and the system it goes into: brand, model, generation and the specification you need.
Quantities and tiers
- Give the exact quantity you need now.
- If you may buy more later, say so and give the expected total. Volume pricing is often available.
- For spares, list them as separate lines so they are easy to adjust.
Conditions
Say which conditions you accept for each line: new, refurbished, used, or "any". Accepting more than one condition gives you more options and often a faster delivery date. See new vs refurbished vs used.
If a line must be new, or must match an OEM part number exactly, say so clearly.
Configurations
For servers and switches, list the full configuration:
- Base model and chassis (for example, number and type of drive bays).
- Processors: model and quantity.
- Memory: module size, type and quantity.
- Drives: capacity, interface, form factor and quantity.
- Controller, network adapters and power supplies.
- Rails, cable management and bezels if needed.
- Software licenses, for switches.
Separate "must have" from "nice to have", so alternatives can be offered when an exact part is scarce.
Delivery details
- Country and city for delivery. Shipping cost and lead time depend on it.
- Target date. If the date is fixed, say so. If it is flexible, say that too.
- Delivery constraints, such as a loading dock, a data center delivery window or a site contact.
- Partial shipments. Say whether you accept parts shipped as they become available.
See our shipping and export compliance pages for how international orders are handled.
Incoterms basics
Incoterms are standard trade terms that set who pays for transport, insurance and import duties, and where risk passes from seller to buyer. The current version is Incoterms 2020. The terms you see most for hardware shipments:
| Term | Meaning in short |
|---|---|
| EXW (Ex Works) | You collect from the seller's premises and handle everything from there. |
| FCA (Free Carrier) | The seller hands the goods to your carrier, cleared for export. |
| DAP (Delivered at Place) | The seller delivers to your address; you pay import duties and taxes. |
| DDP (Delivered Duty Paid) | The seller delivers to your address with duties and taxes paid. |
If you have a preferred term, or your own freight account, include it in the RFQ. NorthernITShop ships DAP by default. DDP is available on request, and EXW or FCA for buyers with their own freight account.
Paperwork and compliance
- Company name and billing details, if you need a formal quote document.
- Tax or VAT number, where required for business shipments.
- Import identifiers for your country, such as an EORI number in the UK and EU.
- End-use or end-user information, if the parts are subject to export controls. See export compliance.
- Purchase order requirements, such as a PO number that must appear on the invoice.
Using a BOM
For more than a few lines, send a bill of materials (BOM). A simple spreadsheet works:
| Part number | Description | Qty | Condition | Notes |
|---|---|---|---|---|
| (part number) | (short description) | 4 | Refurbished | Must include carrier |
| (part number) | (short description) | 2 | Any | Spares |
On the RFQ page you can paste part numbers one per line, with an optional quantity after a comma, or attach your BOM as a spreadsheet or PDF. Matching catalog parts join your list automatically. Numbers that are not in the catalog are kept as written, and we source them.
Common mistakes to avoid
- Sending only a product name with no part number.
- Leaving out the delivery country.
- Mixing up option and spare numbers without saying which is which.
- Asking for "the same as last time" without the original order or part numbers.
- Leaving out carriers, rails, cables or licenses that the system needs.
- Not saying when a date is fixed.
What happens next
- You send the RFQ.
- We check each line against stock and supplier availability.
- You get a reply by email within 1 business day with pricing, condition, warranty, lead time and shipping to your country.
- You approve, adjust or ask questions.
Start your RFQ
Search the catalog by part number, add parts to your list, and send it from the RFQ page. For a single part that is not listed, use Source a Part. Browse servers, rack servers, storage drives, server memory, networking switches and server components.