Your website may get hundreds of visitors a month, but what matters is how many send an enquiry. For metal companies, the RFQ form — request for quotation — is where visitors become leads. A clumsy form with 15 required fields loses buyers; a smart form captures the right details without friction. Here's how to build one that converts.

Why most RFQ forms fail

  • Too many required fields.
  • No way to attach drawings, BOQs or enquiry sheets.
  • Hidden on a contact page only.
  • Broken on mobile.
  • No confirmation, no response — the enquiry disappears into an unread inbox.
  • CAPTCHA and errors that frustrate users.

Each of these quietly kills enquiries you never even know about.

The ideal fields

Keep required fields to the minimum you need to reply:

Required:

  1. Name
  2. Email
  3. Company name
  4. Requirement (free text)

Optional but useful:

  1. Phone / WhatsApp number
  2. Country
  3. Product category (dropdown)
  4. Quantity
  5. Material grade and standard
  6. File upload (drawing, BOQ, enquiry list)

Short forms get more submissions; optional fields let serious buyers give more detail. You can always ask follow-up questions after the first reply.

Make file upload easy

Many metal enquiries arrive as Excel BOQs, PDF tender documents or drawings. Allow common formats (PDF, XLS, XLSX, DOC, DWG, JPG) and a reasonable file size limit. Tell the buyer: "Attach your enquiry list — we'll quote line by line." This alone can lift serious enquiries significantly.

Place RFQ forms where buyers decide

  • On every product page — a short form or "Request a quote" button beside the specification table.
  • In the header — a visible "Get a quote" button.
  • On category and grade pages.
  • At the end of blog posts — a soft call to action.
  • Sticky mobile bar — call, WhatsApp, RFQ.

Pre-fill the product name when the form is opened from a product page, so buyers don't have to type it.

Offer alternatives to the form

Not every buyer wants to fill a form. Offer:

  • WhatsApp click-to-chat with a pre-filled message,
  • direct email link,
  • phone number with country code,
  • "Upload your enquiry" as a one-step option.

See WhatsApp Business for metal traders for setting up a professional WhatsApp channel.

Design for mobile first

Most first visits come from phones. Make sure:

  • fields are large enough to tap,
  • the right keyboard opens (email, number),
  • file upload works on mobile,
  • the submit button is clearly visible,
  • error messages are clear and specific.

Build trust around the form

Next to the form, add:

  • a response promise: "We reply within 24 hours, Monday to Saturday",
  • certifications and logos of approvals,
  • a short privacy note: "We never share your details",
  • a contact person's name and photo.

See trust signals every manufacturer website needs.

Stop spam without annoying buyers

Use invisible methods first: honeypot fields, time-based checks and server-side filtering. Use visible CAPTCHA only if spam remains a serious problem — and choose user-friendly versions.

What happens after submit

Instant confirmation

Show a thank-you message and send an automatic email confirming receipt, with your contact details and expected response time.

Instant notification

Send each enquiry to a shared sales inbox and, ideally, to WhatsApp or your CRM so no one misses it.

Fast reply

Speed wins. Buyers often send the same enquiry to several suppliers. The first professional, accurate quotation has a big advantage. QuoteMitra helps you turn an enquiry list into a priced quotation in minutes.

Follow-up

Track every enquiry and follow up systematically. See follow-up after quotation: emails that win steel orders.

A sample RFQ form layout

Here is a layout that works well on most metal company websites:

  • Heading: "Get a quotation within 24 hours"
  • Line 1: Name and company (two short fields side by side on desktop)
  • Line 2: Email and WhatsApp number
  • Line 3: Product (dropdown, pre-filled on product pages) and country
  • Line 4: "Describe your requirement" — a large text box with a hint: "Grade, size, standard, quantity, delivery port"
  • Line 5: "Attach enquiry list or drawing" (optional)
  • Button: "Send my enquiry" — specific, not just "Submit"
  • Below the button: response promise, privacy note and WhatsApp alternative

This structure takes under a minute to complete, yet gives your sales team almost everything needed to prepare a first quotation.

Measure and improve

Track:

  • form views vs submissions (conversion rate),
  • enquiries per page,
  • source of enquiries (Google, LinkedIn, portals),
  • quality — how many lead to quotations and orders.

Test one change at a time: fewer fields, new button text, adding a file upload. Small improvements compound.

Frequently asked questions

How many fields should an RFQ form have?

Keep required fields to around four or five, with optional fields for extra detail.

Should I ask for the buyer's budget?

In metal trading, budget questions usually reduce conversions. Ask for quantity and specification instead.

Is a phone number field necessary?

Make it optional. Many international buyers prefer email first.

Should enquiries go to one person or a team inbox?

A shared inbox or CRM is better, so enquiries are handled even when someone is away.

Key takeaways

  • Fewer required fields, more optional detail.
  • Allow file uploads for BOQs and drawings.
  • Put RFQ options on every product page and on mobile.
  • Confirm instantly, reply fast and track every enquiry.

Want a website where every page is built to generate RFQs? See MetalMitra's website services.