How to Write an RFQ That Gets Accurate Supplier Quotes

A request for quotation, or RFQ, is the message that starts most sourcing deals. Done well, it brings back quotes you can compare line by line and act on with confidence. Done badly, it brings back prices for slightly different products, under different shipping terms, at different quantities, so none of them can be compared. This guide explains what to include, gives you a template, and shows how to turn a pile of quotes into a sound decision.

RFQ, RFI and RFP: what is the difference?

• RFI (request for information) asks suppliers about their capabilities, such as products, capacity, certifications and markets. Use it when you are still exploring.
• RFQ (request for quotation) asks for prices for a clearly defined product or service. Use it when you know what you want.
• RFP (request for proposal) asks suppliers to propose a solution and approach, not just a price. Use it for complex projects where the method matters, such as a custom-engineered product or an outsourced service.

Most small importers buying physical goods need an RFQ. If you are not yet sure what specification to buy, a short RFI round or sample review first will make your RFQ much sharper.

The essential fields

Product definition

• Specification: product name, function and model reference, ideally with drawings or reference photos.
• Materials: grade, composition, thickness or weight, for example a specific steel grade or fabric weight.
• Dimensions and tolerances: key measurements and how much variation is acceptable.
• Finish and colour: surface treatment, colour references, printing or logo requirements.

Commercial terms

• Quantity tiers: ask for prices at two or three quantities, for example your first order and a likely repeat volume. This shows how pricing scales and where the supplier's real minimum lies.
• Target price: optional. Sharing a realistic target can save time; sharing an unrealistic one can lead to quietly downgraded quality. Many buyers share a range rather than a number.
• Incoterm and named place: for example FOB with a named port of loading, or DAP with your warehouse address. Without this, quotes cannot be compared. Our Incoterms 2020 tool explains each term.
• Destination: country and city, even if you ask for FOB, so suppliers can flag export or compliance issues.
• Payment terms: your preferred method and structure, such as a deposit and balance against inspection.
• Quote validity: ask how long the price holds.

Packaging, compliance and timing

• Packaging: retail packaging, inner packs, carton size limits, labels, barcodes and shipping marks.
• Certifications and testing: required marks or standards for your market and who pays for testing.
• Timeline: sample deadline, required ship date, and request for production lead time.
• Samples: how many, whether paid, and whether the cost is refundable against a first order.
• Quality: your intended inspection approach and AQL levels, as explained in the quality inspection guide.

An RFQ template you can copy

The template below uses an invented example product. Replace the sample values with your own.

Asking for carton dimensions and weights lets you estimate freight yourself with the CBM calculator.

How to compare quotes like for like

Quotes almost never arrive in identical form. Before comparing, normalise them:

1. Same product. Check each quote against your specification. Flag any substitution of materials, sizes or packaging.
2. Same quantity. Compare prices at the same tier.
3. Same Incoterm. Convert each quote to a common delivery point by adding freight, insurance and local charges where needed.
4. Same currency. Convert at a consistent rate.
5. One-off costs. Spread tooling, moulds, setup or plate charges across the order quantity.
6. Landed cost. Add duties, taxes, clearance and inland delivery. The landed cost calculator does this quickly, and the landed cost guide explains each element.

Then score the non-price factors: responsiveness, quality of answers, samples, certifications, lead time and payment terms. A slightly higher price from a supplier who answered every question clearly is often the better deal.

Negotiating after the quotes arrive

• Negotiate on more than price. Payment terms, lead time, free samples, included packaging or a reduced MOQ can be worth as much as a discount.
• Use real alternatives. Mentioning that you have competitive quotes is fair. Inventing them tends to backfire.
• Ask what drives the price. Often a small specification change, such as a stock colour or standard carton, reduces cost without hurting the product.
• Protect quality. If a supplier drops their price sharply, ask what changed and confirm the specification in writing.
• Check your margin. Run your target selling price through the profit margin calculator so you know your walk-away point.

MOQ tips for small buyers

Minimum order quantities exist because of setup costs, material minimums and production efficiency. To work within them:

• Ask whether the MOQ applies per colour, per size or per order. Combining variants can help.
• Choose stock materials and colours rather than custom ones.
• Offer a slightly higher unit price for a lower first order, with a commitment to standard pricing on repeat orders.
• Consider trading companies, which may combine your order with others.

Frequently asked questions

This guide is general education, not legal, tax or customs advice. Rules change and vary by country — confirm details with your customs authority or a licensed broker before you ship. Spotted something out of date? Tell us.