As of 13 August 2026, AI can create a request for quotation.

What to actually do

1. Use a tool built for this

   The route this page recommends

2. Do it yourself

   Second choice

   A chat interface, chat-fluent skill, and roughly 30 minutes until you can act on the result.

   How to actually do it

   1. Open your organisation's approved procurement template, policy and any delegated-authority guidance, then note the required approval route, quotation deadline and standard terms.
   2. Gather the approved specification, quantities, delivery location, required completion date, budget position, VAT requirements, warranty requirements and the contact details for the person receiving quotations.
   3. Paste the prompt into a chatbot and replace every bracketed slot with the confirmed information, leaving genuinely unknown items marked as [NEEDS CONFIRMATION].
   4. Compare the generated requirements table and supplier questions line by line with the approved specification, purchase request, budget information and procurement policy, correcting any omission or unsupported wording.
   5. Ask the relevant budget holder or procurement colleague to approve the final RFQ, then send the same version and deadline to the intended suppliers and retain the sent copy and responses.

   Prompt

   Create a professional UK request for quotation for the goods or services described below.
   
   Use only the information I provide. Do not invent specifications, quantities, prices, delivery dates, legal terms, evaluation criteria or supplier details. Mark any missing information as [NEEDS CONFIRMATION].
   
   Organisation: [ORGANISATION NAME]
   Contact name and email: [CONTACT DETAILS]
   Goods or services required: [DESCRIPTION]
   Quantity or estimated volume: [QUANTITY]
   Required specification, standards or performance requirements: [SPECIFICATION]
   Delivery or service location: [UK ADDRESS OR LOCATION]
   Required delivery or completion date: [DATE OR DEADLINE]
   Requested quotation return date: [DATE OR DEADLINE]
   Budget or price assumptions, if approved for disclosure: [DETAILS OR NONE]
   Required warranties, insurance or compliance evidence: [DETAILS OR NONE]
   Evaluation criteria: [CRITERIA OR NEEDS CONFIRMATION]
   Payment terms: [TERMS OR NEEDS CONFIRMATION]
   Any existing procurement rules or approval requirements: [DETAILS]
   Suppliers or supplier type receiving this request: [DETAILS]
   
   Produce:
   1. A clear subject line.
   2. A concise introduction and scope of the request.
   3. A table of requirements, quantities and supplier response fields.
   4. Questions suppliers must answer, including lead time, exclusions, VAT treatment, delivery charges, validity of the quotation and relevant assumptions.
   5. Submission instructions and the response deadline.
   6. A short note stating that the request is for quotation purposes and does not by itself guarantee an order, unless I provide different approved wording.
   7. A final checklist of facts I must confirm before sending.
   
   Use plain, neutral British English. Keep the request fair and avoid wording that favours a particular supplier unless I explicitly provide a justified requirement. Do not present invented content as fact.

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.

3. Hand it to a person

   The distant third

   A person who owns the outcome does this end to end, worth it when the failure is dear.