RFQ AI Verification Checklist

Use AI to organize the review—not to accept the work

An RFQ moves demand, technical requirements and commercial expectations into the manufacturer. A fast summary is useful only if it preserves missing information, source identity and uncertainty.

Use this checklist before an AI-assisted summary enters estimating or contract review.

1. Inventory the packet

• List every received email, drawing, model, specification, quality clause, quantity, due date and commercial attachment.
• List each document referenced by another file but not supplied.
• Record the filename, revision and date exactly as shown.
• Keep superseded or convenience copies visibly separate from the current controlled source.

2. Define the extraction task

Ask the tool to organize supplied facts into a fixed structure:

• customer and request identifier;
• part or assembly identifier;
• quantity and requested delivery;
• drawing and revision;
• referenced specifications and clauses;
• material and special-process requirements;
• inspection, testing, first-article and certification requirements;
• supplied files and missing referenced files;
• open questions and the role that should answer them.

Do not ask it to infer a missing specification, choose an old revision or invent a delivery date.

3. Verify every material statement

For each extracted requirement:

1. open the cited source;
2. confirm the statement and controlling revision;
3. mark any unsupported inference;
4. compare the summary with the original packet inventory; and
5. keep conflicts and unknowns visible.

If the tool cannot point to the source, the statement is not ready to guide a quote.

4. Preserve reserved decisions

The summary may support work, but authorized people still decide:

• bid or no bid;
• technical feasibility;
• approved process and supplier approach;
• price and margin;
• capacity and delivery commitment;
• contractual acceptance; and
• quality or engineering disposition.

5. Save a reviewable artifact

The useful output is not just prose. Save a packet register containing the source list, extracted facts, missing information, contradictions, questions, reviewer, review date and disposition.

Synthetic example

Elm River Precision receives drawing ER-4412 Revision C. The drawing references material specification ER-MAT-88, but that specification is absent from the packet. A safe summary states that the drawing is present, the material specification is missing, and estimating needs clarification. It does not silently reuse a specification from an older job or promise delivery.

Your next action

Apply the checklist to a synthetic or explicitly approved packet and have an estimator or contract-review owner challenge the result. The registered academy lesson adds a planted issue, verification feedback and a saved practice artifact.