How to write an RFQ that gets comparable quotes

Specify the product so one reading is possible

Give materials, dimensions, tolerances, finish, colour standard and any applicable standard number. Attach a drawing or a reference sample photo. Where a substitute is acceptable, say so explicitly instead of leaving suppliers to guess.

State quantity and the price breaks you want

Ask for a unit price at your target quantity plus one tier above and below. This tells you where the supplier's real cost step is and whether the MOQ is genuine.

Name one Incoterm and one destination

Quotes on different terms are not comparable. Pick one — for example FOB with a named port of loading, or CIF/DAP with your delivery city — and require every quote to use it.

Define packaging, marking and documents

Export packaging, units per carton, pallet configuration, carton markings and the document set you require (commercial invoice, packing list, certificate of origin, test reports) all move the landed cost.

Ask for lead time, payment terms and validity

Request production lead time after deposit, proposed payment terms, and how long the price is valid. A quote without a validity date is not a quote.

• Sample availability and sample cost
• Inspection point: pre-shipment, third party, or none
• Who books the freight and who pays destination charges

Send it to a shortlist, not to everyone

Six well-matched suppliers produce better replies than sixty. On TradeGat an RFQ is posted once and routed to relevant verified suppliers, and every response sits in one comparable list.