And why it's rarely just a "slow supplier" problem
Late or missing RFQ responses are one of the most common frustrations in B2B procurement. A request is sent, days pass, follow-ups begin—and eventually the conversation turns into blame: "the supplier is unresponsive."
In reality, delays usually have very specific operational causes. They happen inside everyday order-to-purchase workflows—on both the buyer and supplier side. Understanding these root causes is the first step toward fixing them.
The good news? Most of these problems are solvable with better processes and the right tools.
The Real Cost of Delayed RFQ Responses
Before diving into causes, it's worth understanding what's at stake. When RFQ responses are delayed or missing:
- Projects stall waiting for pricing information
- Procurement teams waste hours on follow-ups and manual tracking
- Urgent needs get rushed to whoever responds first—not necessarily the best supplier
- Supplier relationships suffer from frustration on both sides
- Money is left on the table when you can't compare enough options
Research suggests that procurement teams spend up to 30% of their time on administrative tasks like chasing quotes and managing communications. That's time that could be spent on strategic sourcing and relationship building.
Common Causes on the Buyer Side
The uncomfortable truth is that many RFQ delays start with the buyer, not the supplier. Here are the most common issues:
1. Incomplete or Unclear RFQs
Suppliers often don't respond because the RFQ is vague. When key details are missing—quantities, specifications, delivery timing, quality requirements—the recipient has to make a choice:
- Reply with questions (delays the process further)
- Guess at the requirements (leads to inaccurate quotes)
- Move on to other work (no response at all)
Most suppliers choose option three. They're busy, and incomplete RFQs signal that the buyer isn't serious or organized. Why invest time in a quote that will likely need revision anyway?
What's often missing:
- Exact quantities (not "approximately" or "TBD")
- Technical specifications or part numbers
- Required delivery dates (not "ASAP")
- Quality standards or certifications needed
- Packaging or shipping requirements
- Payment terms
The fix: Create standardized RFQ templates that force completeness. Include all required fields and don't send until everything is filled in. Buyer24 helps here by providing a consistent structure for every request, ensuring nothing gets missed.
2. Sent to the Wrong Contact
Emails sent to generic addresses like sales@, info@, or purchasing@ often disappear into black holes. These inboxes are:
- Monitored irregularly (if at all)
- Overwhelmed with spam and marketing emails
- Managed by people who don't know where to forward requests
Even when the email reaches someone, they may not know who handles that product category or have the authority to respond.
The fix: Build and maintain a contact database with named individuals for each supplier and category. When you find a good contact, save it. Over time, you'll build a reliable network of people who actually respond.
3. No Follow-Up Process
Many RFQs are sent and forgotten. The buyer waits, assumes silence means "no," and either gives up or scrambles at the last minute.
Without a tracking system or scheduled follow-ups, requests simply fall off the radar—on both sides. The supplier might have intended to respond but got busy. A simple reminder could have gotten you a quote.
The fix: Implement systematic follow-up schedules. Send reminders at 2-3 days, then again at 5-7 days. Track which suppliers have responded and which haven't. Buyer24 automates this entirely—you can see at a glance which requests are awaiting responses and send follow-ups directly from the platform.
4. Unrealistic Deadlines
"Need quote by EOD" emails sent at 4pm rarely get responses. Suppliers need time to:
- Review the requirements
- Check inventory or production capacity
- Consult with their team on pricing
- Prepare a professional quote document
Rushing suppliers leads to either no response or hasty quotes with inflated "safety margin" pricing.
The fix: Plan ahead. Give suppliers at least 3-5 business days for standard requests, longer for complex or custom items. If you genuinely have an urgent need, call first—don't just send an email with a tight deadline.
5. Language Barriers
In global procurement, language differences create real friction. Suppliers may:
- Struggle to understand technical requirements in a foreign language
- Hesitate to respond in imperfect English
- Misinterpret key details due to translation issues
- Simply skip RFQs they can't easily read
This limits your supplier pool and means you're missing out on competitive options from international vendors.
The fix: Use tools that handle translation automatically. Buyer24's automatic translation feature lets you communicate with suppliers in any language—their messages are translated to your language, and your replies translate back. No language barriers, no misunderstandings.
Common Causes on the Supplier Side
Understanding the supplier's perspective helps you craft RFQs that actually get answered.
1. Buried in the Inbox
Suppliers—especially sales teams at larger companies—receive hundreds of emails daily. Your RFQ is competing with:
- Customer service requests
- Internal communications
- Other RFQs from other buyers
- Marketing emails and spam
If your RFQ doesn't stand out, has a vague subject line, or looks like a mass email, it may never be opened—let alone answered.
What helps:
- Clear, specific subject lines: "RFQ: 500 units SKU-12345, delivery by March 15"
- Professional formatting that's easy to scan
- Mention of your company name if you're an established customer
- Indication of order size or value if it's significant
2. Manual Quote Workflows
Many suppliers—especially small and mid-sized ones—lack sophisticated quoting systems. When your RFQ arrives, it triggers a manual process:
- Sales rep reviews the request
- Checks with warehouse on availability
- Consults with production on lead times
- Gets pricing approval from management
- Creates quote document manually
- Sends response
Each step involves a different person, different system, and potential delays. If any link in the chain is busy, traveling, or out sick, the whole process stalls.
What helps: Be patient with smaller suppliers who may offer better pricing or service. Send complete information upfront so they don't have to come back with questions. Consider whether the supplier is a good fit for time-sensitive requests.
3. Unclear Profitability
Suppliers are businesses too. Before investing time in a quote, they quickly assess:
- Is this a real opportunity or a price check?
- Is the volume worth our time?
- Can we actually deliver what they're asking for?
- Will this customer be difficult to work with?
If your RFQ is for a non-standard item, very low volume, or seems like you're just gathering comparison prices with no intent to buy, suppliers may skip it entirely.
What helps:
- Be upfront about your intentions and timeline
- Indicate if this is a one-time purchase or potential recurring business
- Mention your company and industry to establish credibility
- If you're early in the process, say so—suppliers appreciate honesty
4. Previous Bad Experiences
If a supplier has quoted you before and never heard back—or worse, had difficult experiences with your organization—they may deprioritize future requests.
Suppliers remember:
- Buyers who get quotes and never respond
- Excessive negotiation after quotes are submitted
- Late payments or difficult procurement processes
- Unreasonable demands or scope changes
What helps: Close the loop professionally, even when you don't select a supplier. A brief "thank you, we went with another vendor this time" maintains the relationship for future opportunities.
How Buyer24 Solves RFQ Response Problems
Buyer24 is specifically designed to address the root causes of delayed and missing RFQ responses:
Centralized Tracking
Every RFQ and supplier response in one place. See instantly which suppliers have responded, which are pending, and which need follow-up. Nothing falls through the cracks.
Automatic Translation
Communicate with suppliers worldwide without language barriers. Messages translate automatically in both directions, opening up global sourcing opportunities.
Structured Communication
All messages organized by request with full thread history. No more searching through email folders or losing track of conversations.
Quote Extraction
When suppliers respond, Buyer24's AI automatically extracts pricing, quantities, and terms—making comparison instant and eliminating manual data entry.
Follow-Up Reminders
Know exactly when suppliers haven't responded and send follow-ups directly from the platform. Systematic follow-up increases response rates dramatically.
Professional Templates
Ensure your RFQs include all necessary information. Consistent, complete requests get better responses.
What Actually Helps: A Summary
For Faster Responses:
- Clear subject lines and formatting — Make it easy to scan and prioritize
- Named contacts — Reach the right person directly, not generic inboxes
- Complete information — Include all specs, quantities, and requirements upfront
- Reasonable deadlines — Give suppliers time to respond properly
- Structured follow-ups — Automate reminders so nothing slips
- Language accessibility — Use translation tools for international suppliers
- Professional closing — Thank suppliers even when you don't select them
For Better Relationships:
- Be honest about your timeline and intentions
- Respond to quotes, even if declining
- Pay on time and honor commitments
- Provide feedback that helps suppliers improve
- Treat suppliers as partners, not adversaries
The Takeaway
RFQ delays are rarely caused by one slow person or one bad supplier. They result from unclear inputs, manual processes, communication gaps, and lack of visibility.
The solution isn't pushing people harder—it's fixing the process.
By understanding the real causes of delayed responses and implementing systematic improvements, you can dramatically increase your RFQ response rates while building better supplier relationships.
Tools like Buyer24 make this easier by centralizing communication, automating follow-ups, and eliminating barriers like language differences. The result: more quotes, faster responses, and better sourcing decisions.
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