RFQs: supplier response times and improved procurement outcomes

Published on 07 October 2025

By Emma Peters, Head of Engagement

When issuing a Request for Quote (RFQ), one of the most important, but often underestimated, decisions a buyer makes is how long to leave the RFQ open. While RFQs offer more flexibility than formal tenders, that freedom comes with the responsibility to set realistic and thoughtful timeframes.

Unlike tenders, RFQs are not subject to a mandatory 21-day open period. This means buyers can tailor the response window to suit the nature and complexity of the procurement. But that doesn’t mean shorter is always better.

Match the RFQ period to the procurement type

Low-risk, transactional procurements – such as standard supplies or basic services – can often be managed with shorter RFQ windows. These are straightforward and suppliers can typically respond quickly with minimal preparation.
Complex procurements demand more time. If the RFQ involves:
- Coordination with subcontractors (e.g. a truck and body build),
- Mandatory site visits,
- Detailed specifications or compliance requirements,

then suppliers need adequate time to assess the scope, engage partners, and prepare accurate pricing.

The cost of rushing

Issuing an RFQ with too short a response period can lead to:

Fewer supplier responses,
Less accurate or inflated pricing,
Missed opportunities to engage quality vendors,
Increased risk of non-compliant or incomplete submissions.

This is especially important in today’s busy market, where many suppliers are managing high workloads and tight schedules. Giving them time to respond thoughtfully is not just courteous, it’s commercially smart.

Best practice tips for buyers

Assess complexity: Match the RFQ open period to the procurement’s risk level and supplier effort required.
Communicate clearly: Provide detailed instructions and timelines upfront.
Plan ahead: Build in time for supplier questions, site visits, and internal approvals.
Respect supplier capacity: Recognise that suppliers may be juggling multiple projects and deadlines.

Why use Local Buy?

Local Buy streamlines the procurement process for government and not-for-profit organisations by offering:

Pre-qualified suppliers: Save time and reduce risk by engaging vendors who have already met compliance and capability standards.
Simplified processes: No need to go to open tender – RFQs through Local Buy are faster, easier, and legally compliant.
Transparency and auditability: All procurement activities are tracked and documented, supporting good governance.
Support and guidance: Buyers have access to expert advice and templates to help ensure best practice procurement.

By using Local Buy and being mindful of RFQ timing, buyers can foster better engagement, receive more competitive pricing, and support a healthier procurement ecosystem. Thoughtful planning leads to better outcomes for buyers, suppliers, and the communities they serve.

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