Standard Operating Procedure

SOP# Request for Quotation (RFQ) and Issuing Quote to Client

Prepared By: Reviewed By: Approve By: Effected Date:
Revision #:

1. Scope and Purpose:

1.1. This procedure is to describe “How to prepare Quotation for sales order which is
requested by customer”.
1.2. This procedure is applicable to Sales department and services department issuing for
new quotation to customer.
2. Definitions:
2.1. Quote:
2.2. Client:
2.3. Sales Representative:
2.4. Sales Supervisor:
2.5. Reference List:
3. Procedure:
3.1. Client request for quotation to supervisor of specific demand.
3.2. Supervisor assigns new RFQ number and add entry RFQ reference list Doc# _________.
3.3. Supervisor will review requirement of clients if they are not sufficient for issuing RFQ,
he may ask further questions to client for clarification. Supervisor also consults to
engineer services for more information.
3.4. Supervisor also reviews about “Is any kind of same product made before”, Complexity
of product and also work load of sales representatives.
3.5. Supervisor assigns RFQ to sales representative and also forces him to add completion
date. He also instructs him to review Quote to him or not.
3.6. The Sales Representative will then prepare the Quote Document.
3.6.1. All clarifications and questions encountered by the Junior Sales Representative
shall be asked to the Supervisor or possibly the Senior SR. The Junior SR will only
contact the client when directed to do so by the Supervisor.
3.6.2. The Sales Representative may coordinate with other departments to facilitate
preparation of the quotation.
3.6.3. All correspondences should be in email form, printed and attached to the final
quote package to provide trail of transactions or put a handwritten note on the
quotation body instead.
 3.6.4. Sales representative also provides estimated shipment date and provide material
cost and lead time.
3.6.5. Sales representative also prepare Quote Document Doc#_____________
3.7. Supervisor may review quote if required. Supervisor review all compulsory requirements
mentioned in Quote review Checklist Doc#_______. Supervisor approves it and sends it
to client through email if required. Supervisor also sends checklist and error to sales
representative for future knowledge.
3.8. Sale representative can send Quote to customer without approval of supervisor in some
cases. He should have to send copy to supervisor. He also keeps record of these
Quotations.
4. References:
4.1. RFQ Reference List
4.2. Quotation Document Doc#____
4.3. Quote review checklist Doc#____