A request for quotation should make it easy for suppliers to identify what is fixed, what is optional and what still needs clarification. Without that structure, one quotation may include cloth, accessories and export packing while another covers only the table. This template helps a club buyer obtain comparable answers and reduces avoidable follow-up.
Write the RFQ around the venue plan, not a vague product name. Give every supplier the same quantities, table formats, room constraints, approval documents, accessory scope, packing, delivery term, installation responsibility and response table so quotations can be compared line by line.
Begin with the operating brief
State whether the project is a new club, expansion, replacement or distributor program. Give the destination, target opening period, expected quantity by table format and the playing or revenue model. Attach a dimensioned room plan and identify any access restrictions already known.
List each product line separately. For example: commercial pool tables, full-size snooker tables, house cues, ball sets, racks, lighting and maintenance items. Do not ask suppliers to hide options inside one lump-sum table price.
Use one response table for every supplier
| RFQ field | Supplier response |
|---|---|
| Model and revision | Exact offered item and document date |
| Size and construction | Outside / playing dimensions, bed, frame, rails, pockets and cloth |
| Included scope | Table, accessories, controllers, tools, manuals and spare parts |
| Commercial terms | Unit price, quantity basis, validity, payment and Incoterm |
| Packing and logistics | Package count, dimensions, weights, loading and destination assumptions |
| Schedule | Approval, production and dispatch milestones |
| Installation and warranty | Named responsibilities, exclusions and service process |
Separate mandatory requirements from options
Mark each line as required, preferred or optional. Ask suppliers to price alternatives separately and explain any change to the approved configuration. This prevents an attractive option from being treated as part of the base scope and gives the buyer a controlled way to reduce cost.
For OEM or venue branding, define the artwork format, placement, color approval, manuals and packaging. Ask which approvals are required before production and who signs them. Keep the approved revision with the purchase order.
Score the complete project, not the headline price
Before opening responses, set evaluation headings such as compliance with the brief, documented construction, serviceability, packing, schedule, commercial clarity and total project scope. Record every exception and clarification. Do not award hidden credit for information one supplier volunteered but others were never asked to provide.
When the preferred offer is selected, convert clarifications into the final quotation or contract documents. Attach the approved model, drawings, finish and packing references. For a like-for-like comparison process, see how to compare commercial pool-table quotations.
Frequently asked questions
How long should a billiards equipment RFQ be?
Long enough to define the decision fields, but structured so suppliers can answer in a table. Attach technical schedules instead of burying them in email.
Should I ask every supplier for the same Incoterm?
Yes, if the goal is a direct comparison. If alternatives are requested, keep each delivery basis on a separate line.
Should accessories be included in the table price?
List accessories separately or require an itemized included pack. This avoids comparing a bare table with a complete operating package.