Write a notice suppliers can respond to

Lead with the actual requirement

A title such as “RFQ: supply and install office air conditioning” is more informative than “Suppliers wanted”. Describe the result you need, who it is for and where the work will happen.

Make the scope clear

• Goods: specifications, quantities and acceptable alternatives.
• Services: activities, deliverables and expected duration.
• Works: location, drawings or measurements, site access and relevant constraints.
• All requests: delivery or completion dates and the information needed in a response.

Separate essentials from preferences

State which licences, qualifications, capacity or experience are necessary. Distinguish them from preferences so capable suppliers can judge whether to respond. Avoid conditions that have no clear connection to the work.

Explain the response process

Specify what to send, the submission route, reference, deadline and any site visit or clarification process. If you use assessment criteria, describe them clearly. A consultancy request may need a method and team; a supply request may need quantities, price and delivery terms.

Check before publishing

• Read the notice as someone unfamiliar with your organisation.
• Confirm that dates, contacts and attachments agree.
• Remove confidential or unnecessary personal information.
• Keep the essential information in the notice text, even when you attach a fuller brief.