What should I include in a request-for-quote email to association vendors?
Why send a request-for-quote email at all
When your association gets quotes for landscaping, pressure washing, concrete, pool staff, or pest control, vendors often send back different formats, different totals, and different assumptions. A short, clear request-for-quote (RFQ) email asks every vendor the same questions, so the quotes you get back can actually be compared side by side.
What to include: the basics
- The exact service you need (landscaping, pressure washing, concrete, pool staff, pest control, etc.)
- The scope of the job — what areas, how often, what's included and what's not
- A deadline for when you need the quote back
- A way for the vendor to ask questions before quoting
Ask for unit prices, not just a total
A single lump-sum number is hard to compare. Ask each vendor to break their price into unit prices — for example $/sq ft, $/hour, or $/bag, depending on the service. That's the only way to see whether one vendor is actually cheaper or just bundling things differently.
Ask about the contract terms up front
Some contract clauses look fine at first but cost money later — automatic renewals, price increases, or extra fees for changes. Ask each vendor to explain these terms in writing as part of their quote response, not after you've already signed.
Check your association's bid rules before you send anything
Florida has competitive-bid rules for associations, and your specific requirements may depend on your association's documents and the type of contract. This is not legal advice. Confirm your association's exact obligations with your attorney or the relevant state agency before finalizing an RFQ process.
What to do next
BoardBids is a free tool that reads your own quotes — upload or paste them, photo or PDF. It breaks each one into unit prices like $/sq ft, $/hour, and $/bag, flags contract clauses that could cost money later, checks the picture against Florida's competitive-bid rules for associations, and writes the request-for-quote email for you to send. It never invents a price — it only works with the numbers you give it.