A practical RFQ checklist for comparable supplier quotes

A useful request for quotation does more than name a product. It gives every supplier the same commercial and technical boundary, so price, lead time and exclusions can be compared without guesswork. Use the sections below as a practical pre-send check.

1. Identify the product and its application

Include the model, drawing, dimensions, material, finish and intended use when they matter. If an existing product must be matched, attach clear photos and mark the dimensions that cannot change. Separate mandatory requirements from preferences.

2. State quantity and purchasing pattern

Give the trial quantity, expected repeat quantity and whether partial shipment is acceptable. This lets the supplier distinguish sample, tooling and production costs instead of blending them into one unclear unit price.

3. Define inspection and document needs

• List the dimensions, performance points or appearance limits that will be checked;

• Name any reports, declarations or certificates required by the destination market;

• Specify whether approval samples or pre-shipment inspection are part of the order.

4. Describe packing, labels and delivery

State the required retail or export packing, label language, barcode or shipping-mark format, destination city or port, preferred Incoterm and target delivery window. Ask the supplier to identify any assumption used in the freight quote.

5. Ask for a quote you can audit

Request the unit price, tooling or sample charges, minimum order quantity, production lead time, payment terms, quote validity and exclusions as separate fields. A short list of open questions is more useful than a low price built on silent assumptions.

Before you send

Remove contradictory versions of drawings, name each attachment clearly and give suppliers one deadline for clarification. If you already have a specification and destination, send us your RFQ so the scope can be reviewed before pricing.