How to Write an Effective RFQ

What is an RFQ?

An RFQ (Request for Quotation) is a document sent to suppliers
asking them to provide pricing and terms for a specific product
or service. A well-structured RFQ helps suppliers respond
accurately and allows buyers to compare quotes fairly.

What should an RFQ include?

An effective RFQ should include:

1. Product name and description
Be specific. Include the product name, intended use,
and any common industry names or codes.

2. Technical specifications
Include material, dimensions, weight, colour, finish,
packaging requirements and any tolerances.

3. Quantity
State your required order quantity clearly. If you have
multiple quantity scenarios (e.g. trial order vs full order),
include both and ask for tiered pricing.

4. Delivery destination
Specify the country and city where goods should be delivered.
This affects freight costs and incoterm options.

5. Required certifications
If your product needs to meet specific standards
(CE, REACH, FDA, ISO etc), state these clearly.

6. Target price
Sharing your target unit price helps suppliers self-qualify.
If they cannot meet your budget, you find out immediately
rather than after a lengthy back-and-forth.

7. Response deadline
Give suppliers a clear deadline for responding.
7-14 days is standard for most product categories.

8. Preferred incoterm
State whether you want quotes on FOB, CIF, DDP or
another basis so all quotes are comparable.

What makes an RFQ effective?

The most effective RFQs are:
- Specific enough that suppliers can quote accurately
- Clear about quantity, specifications and timeline
- Honest about budget expectations
- Sent to 3-5 suppliers simultaneously to enable comparison

How do you send an RFQ?

You can send RFQs by email, through supplier portals, or
through sourcing platforms like Import Export Finder which
let you create a structured quote request and receive
supplier responses in a standardised comparison format.

How many suppliers should you send an RFQ to?

Send your RFQ to between 3 and 6 suppliers. Fewer than 3
limits your ability to compare. More than 6 creates
administrative overhead that slows down the process.

FAQ

Q: What is the difference between an RFQ and an RFI?
A: An RFI (Request for Information) is used to gather general
information about a supplier's capabilities. An RFQ asks for
specific pricing on a defined product.

Q: Should I include drawings or spec sheets with my RFQ?
A: Yes, whenever possible. Technical drawings significantly
reduce back-and-forth and improve quote accuracy.

Q: How quickly should suppliers respond to an RFQ?
A: Reliable suppliers typically respond within 3-7 business days.
A slow or vague response to an RFQ is itself a signal about
how the supplier operates.