When You Hit Send... and Nothing Happens

Picture this: you’ve carefully drafted your RFQ, included every necessary detail, and hit “Send.” You wait. And wait some more. Days pass, and still, not a single response. Now you’re stuck — unsure whether to follow up or start from scratch.

This isn’t just a small hiccup in your procurement workflow — it’s a bottleneck that can cause delays in operations, budget misalignment, and missed opportunities. And while it’s easy to assume the vendor is at fault, the truth is more nuanced.

Let’s unpack what’s really going on behind those ignored RFQs.

Why Vendors Are Ghosting Your RFQs

🟤 1. Your RFQ Might Be Too Vague

Let’s be honest — if the quotation request is unclear, even the most well-meaning supplier might skip it. Vendors are busy, and they won’t chase clarification.

What You Can Do:
Make your RFQs simple but complete. List specifications clearly, include timelines, and mention expected quantities. Don't make them guess.

Many businesses now use smart platforms like AuraVMS, which offer pre-built templates. These ensure all critical details are included — and presented in a way that’s easy for vendors to understand at a glance.

🟤 2. You’re Not Reaching the Right People

Sending your RFQ to a general email like “sales@vendor.com” might land you in a crowded inbox, or worse — spam. And if the vendor doesn’t specialize in what you’re asking for, they won’t reply.

How to Fix It:
Do a bit of homework. Reach out to the right contact person — someone who actually handles quotations. And if you’re using a vendor management tool like AuraVMS, you can keep track of verified contacts for each supplier.

🟤 3. There's No Relationship — Yet

It’s human nature. Vendors tend to prioritize companies they already know. If you're new to them, or they’ve never heard of your business, you may not be top of their list.

Improve Your Chances:
Add a quick line in your RFQ introducing your company and showing that you're serious. Mention where you found them, or reference a past conversation if applicable. And remember, platforms like AuraVMS help build long-term supplier relationships by tracking history and engagement.

🟤 4. Your Email Was Filtered or Missed

Emails with attachments, unfamiliar addresses, or generic subject lines often get flagged as spam. Others simply get buried in overflowing inboxes.

Your Move:
Use a clear subject line like: “Request for Quotation – [Your Company Name] – [Product Name]” and always send from a business email. Or better, use RFQ software like AuraVMS, which delivers requests through a trusted, verified network vendors are used to engaging with.

🟤 5. You’re Asking for Too Much Too Early

Some RFQs are just... overwhelming. Multiple pages, long compliance questions, or demands for price breakdowns when the supplier doesn’t even know if you’re serious.

Instead:
Break it up. Use a phased approach — keep the initial RFQ simple, and only go into detail once the vendor shows interest. AuraVMS makes it easy to streamline communication in stages, which suppliers actually appreciate.

How to Actually Get Responses: 7 Practical Fixes

✅ 1. Make RFQs as Easy as Possible to Respond To

Use consistent formatting. Provide downloadable templates. Ask only for what’s necessary at the initial stage. Think of it this way — if it’s easier to respond to your RFQ than your competitor’s, you’ll win the vendor’s attention.

With AuraVMS, suppliers can respond in just a few clicks, making your RFQ the easiest one in their inbox.

✅ 2. Set a Clear Deadline

Vendors prioritize tasks with urgency. If your RFQ has no deadline, it goes to the bottom of the pile.

Pro Tip: Add a deadline in the subject line or opening sentence. Example:
“Please submit your quotation by Friday, Aug 2, 5 PM IST.”

AuraVMS includes automatic deadline alerts — so no vendor can say “I forgot.”

✅ 3. Follow Up — Politely and Precisely

The first message may be missed. A well-timed follow-up can revive it. Avoid guilt-tripping or spamming. Instead, say:

“Hi [Vendor Name], just checking in to see if you received our RFQ regarding [Product Name]. Please let me know if you need any clarification. We’d appreciate your response by [Date].”

AuraVMS automates this process without making you look like a bot — and keeps track of open rates too.

✅ 4. Segment Your Vendor List

Don’t blast every supplier with the same RFQ. Segment your vendor pool based on region, product type, or past performance. This makes your request feel more targeted — and more likely to get a reply.

AuraVMS lets you build segmented vendor lists and even score them based on responsiveness, pricing, and delivery history.

✅ 5. Use a Trusted RFQ Platform

Suppliers are more likely to respond when they trust the medium. Sending through a recognized tool like AuraVMS — rather than from a random email — builds instant credibility. Plus, they know the format and don’t have to second-guess what’s expected.

✅ 6. Be Transparent About Next Steps

Let the supplier know what happens after they send the quote. Will there be negotiation? A final round? A shortlist? Vendors respond faster when they understand the process.

Example:

“We will evaluate all quotations by [date], and shortlisted vendors will be contacted by phone for final discussions.”

✅ 7. Track, Measure & Improve

If you don’t track response rates, you can’t fix the problem. Look at:

• How many RFQs get ignored
• Which suppliers respond fastest
• What format gets the best results

Platforms like AuraVMS offer dashboards and reports that help you identify exactly where you're losing traction.

📊 A Quick Real-World Comparison

businesses using AuraVMS have seen a dramatic shift in procurement efficiency.

Before implementing the platform, their RFQ response rates hovered around 30%, often due to unclear communication and lack of structure. Manual follow-ups were time-consuming and inconsistent, leading to delays and frustration. RFQs were typically sent via unstructured emails, which affected vendor trust and caused many requests to be ignored. However, after switching to AuraVMS, businesses reported over 80% RFQ response rates. The platform's branded templates and forms brought clarity, while its automated follow-up system ensured timely engagement with vendors. As a result, procurement cycles shrank from 10–14 days to just 3–5 days, significantly boosting productivity and vendor relationships.

🔁 The Real Cost of Ignored RFQs

Every ignored quotation request is more than just a missing reply. It’s a potential delay in your operations. A missed chance at negotiating better pricing. A lost opportunity to build a long-term vendor relationship.

And most importantly — it’s time you can’t get back.

So while you can’t control every vendor, you can control your process. And with the right tools and strategy, you’ll start to see better — and faster — results.

✅ Final Thoughts: You Don’t Need to Be Ignored

The truth is, most vendors aren’t trying to ignore you. But in a sea of poorly written, disorganized RFQs, yours needs to stand out — with clarity, precision, and professionalism.

By applying these strategies — and using smart tools like AuraVMS to streamline the process — you give yourself a much better shot at not just being heard, but being prioritized.

💡 Start Getting Responses That Actually Matter

AuraVMS is built to help businesses like yours:

• Create and send professional RFQs
• Get faster vendor responses
• Track performance and follow up easily
• Save time, reduce costs, and improve sourcing

👉 Sign up for free — and watch how your procurement process changes from chasing vendors to choosing between offers.