How to Send RFQs to Multiple Vendors at Once
Stop typing the same email over and over. Here's how construction project managers can send material quote requests to every supplier simultaneously — and get better prices faster.
By MultiQuoteHQ Team
If you manage construction projects, you know the drill: you need quotes from five lumber yards, three electrical suppliers, and two plumbing distributors — and that means typing the same email ten times before lunch.
There's a better way.
What Is an RFQ?
An RFQ (Request for Quote) is a document or message you send to suppliers asking them to provide pricing for specific materials or services. In construction, RFQs are sent constantly — for framing lumber, conduit, fixtures, concrete, and everything in between.
Most project managers still do this manually: open Outlook, draft the message, attach the takeoff, and send it to one vendor. Then repeat. And repeat again.
The Problem with Sending RFQs One at a Time
Beyond the obvious time drain, sending RFQs one at a time creates real problems:
- Inconsistency — each email gets slightly different wording, which leads to quotes that aren't apples-to-apples
- Missed vendors — when you're rushing, suppliers get skipped and you end up with fewer competitive bids
- No paper trail — scattered sent emails are hard to audit later
A Better Approach: Batch Your RFQ Emails
The fix is to send every vendor the exact same message, with the exact same material list, at the same time. This is called batch quoting, and it's how smart procurement teams operate.
Here's the basic workflow:
- Prepare your material list — paste your takeoff line items or attach your Excel/PDF
- Group your vendors — organize suppliers by trade (e.g., "Electrical - Chicago", "Framing Lumber")
- Send once to the group — every vendor in the group receives an identical email with your list
With MultiQuoteHQ, you do all three steps in one place. You paste your material list, pick a vendor group, and click Send. Every contact in that group gets a professional email with your list attached or in the body.
What Happens After You Send?
Vendor replies come straight back to your email inbox — no new software for your suppliers to learn, no login required on their end. You collect the quotes, compare pricing in a spreadsheet, and award the job.
You stay in control of the process. MultiQuoteHQ just eliminates the repetitive part.
How to Set Up Vendor Groups
If you work with recurring suppliers, vendor groups are the biggest time-saver. Set them up once, and reuse them on every project:
- By trade: "Plumbing Suppliers", "Roofing Materials", "Concrete & Masonry"
- By geography: "Chicago Electrical", "Milwaukee Lumber"
- By project type: "Commercial Fit-Out Vendors", "Residential Framing"
Adding a new contact to a group means they automatically receive your next batch RFQ to that group.
Tips for Getting Better Quotes Back
A few things that consistently improve response rates and quote quality:
- Be specific in your material list — include dimensions, grades, and quantities. Vague requests get vague quotes.
- Set a reply deadline — add a line like "Please respond by end of day Thursday." It actually works.
- Send early in the week — quotes sent Monday or Tuesday tend to get faster turnaround than Friday afternoon blasts.
- Use a consistent subject line format — something like "RFQ – [Project Name] – [Material Category] – [Date]" makes your emails easy to find later.
Ready to Try It?
MultiQuoteHQ is free to use. Sign up, add your vendor contacts, paste your first material list, and send your first batch RFQ in under five minutes.