Free RFQ template for AV, ELV and lighting packages
A ready-to-send Request for Quotation template in Excel: cover sheet, line-item schedule, and scope sheet. Built from the RFQ structure used on real UAE and GCC projects, including sample line items for CCTV and structured cabling you can overwrite. No email gate, no sign-up.
RFQsNow RFQ template
Excel (.xlsx) · 3 sheets: RFQ Cover, Line Items, Scope & Exclusions
What is inside the template
| Sheet | Contents | Why it matters |
|---|---|---|
| RFQ Cover | Project header, deadline, currency, validity, evaluation criteria, single contact | Lets a supplier qualify the opportunity in one minute and price against the same commercial terms as every other bidder |
| Line Items | Item, quantity, unit, specifications, optional target price, notes | One product or activity per line is what makes bids comparable line by line |
| Scope & Exclusions | In scope, out of scope, issued attachments | Ambiguous scope boundaries are the top cause of bids built on different assumptions |
How to use it
- Fill the cover sheet first. The deadline, validity, and evaluation criteria fields force the commercial decisions most RFQs leave implicit.
- Replace the two sample line items. Keep one product or activity per row, and put installation, programming, and commissioning on their own rows.
- State the brand position in the specifications column: specified brand, approved equal allowed, or open.
- List exclusions explicitly on the scope sheet. Civil works, containment, power, and permits are the usual disputes.
- Send the file itself and require suppliers to return it filled in, not a free-format PDF.
The template enforces the structure covered in our guide on how to write an RFQ that gets good supplier responses. If you are unsure whether the package needs an RFQ, an RFP, or an RFI, start with the request-type comparison.
When a spreadsheet stops being enough
A template fixes the document. It does not find suppliers, chase responses, or keep fifteen returned spreadsheets in sync. That is the point where buyers move to a platform workflow: post the same structured RFQ once, and verified GCC suppliers return bids in a fixed format you can compare in one dashboard. Posting is free on RFQsNow for buyers.
Frequently asked questions
Is this RFQ template really free?
Yes. The Excel file downloads directly with no sign-up, no email gate, and no watermark beyond a footer credit. Use it on as many projects as you like.
What is included in the RFQ template?
Three sheets: an RFQ cover sheet with the project header and commercial terms, a line-item schedule with columns for quantity, unit, specifications, and optional target price, and a scope sheet for inclusions, exclusions, and issued attachments.
Can I use this template outside the UAE?
Yes. The structure works anywhere. Defaults such as AED currency and Gulf Standard Time in the deadline field take seconds to change, and the specification examples reference GCC compliance regimes you can replace with your own.
What is the difference between this RFQ template and a BOQ template?
A BOQ measures the full works with rates and amounts per item. An RFQ packages part of those works into a request suppliers can price. If you need the measured-works format, download the BOQ template instead; the two are designed to work together.
How do I get comparable bids back from this template?
Send the Excel file itself and instruct suppliers to return it with the price columns filled in, substitutions flagged, and exclusions stated. When every bid comes back in the same file structure, comparison takes minutes.
Related templates and guides
The RFQ template works alongside these.
BOQ template
Measured works with formula-driven amounts, sectioned for ELV and AV.
Bid comparison template
Tabulate up to four returned bids and score them.
How to write an RFQ
The section-by-section writing guide behind this template.
The RFQ process in UAE construction
Where the document fits in the full sourcing cycle.
Skip the spreadsheet round-trips
Post this RFQ on RFQsNow instead: free for buyers, structured bids from verified AV, ELV, and lighting suppliers across the UAE and GCC, usually within 18 to 48 hours.
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