Copy this RFQ
Subject: RFQ — [Product / Project] — [Required Quantity]
Hello [Supplier name],
We are evaluating suppliers for the requirement below. Please quote against the same specification and clearly mark any exception or alternative.
1. Buyer / project
- Company:
- Contact:
- RFQ reference:
- Destination country / city:
- Target order date:
2. Product requirement
- Product / SKU:
- Specification / drawing reference:
- Material:
- Required quantity:
- Packaging requirement:
- Quality / inspection requirement:
- Required certification or compliance evidence (if applicable):
3. Please provide your commercial quotation
- Unit price:
- Currency:
- MOQ:
- Price breaks by quantity:
- Incoterm and named place:
- Production lead time:
- Sample cost and sample lead time:
- Tooling / mold / setup fee:
- Packaging cost if separate:
- Payment terms:
- Quote validity:
- Warranty / defect handling terms:
4. Logistics information
- Units per carton:
- Carton dimensions:
- Gross / net weight:
- Estimated shipment volume:
- HS code you normally use (for buyer review only):
5. Exceptions and assumptions
Please list anything in our requirement that you cannot meet exactly. Do not silently substitute materials, specifications, packaging or commercial terms.
6. Documents
Please attach the quotation and any relevant product specification, test report, certification or company information that supports your response.
Thank you,
[Name]
[Company]
[Contact details]
Why these fields matter
| Field | What it prevents |
|---|---|
| MOQ + price breaks | Comparing a low unit price that only applies at a much larger order quantity. |
| Incoterm + named place | Comparing quotes that include different logistics responsibilities. |
| Lead time | Ignoring a supplier whose lower price creates a schedule problem. |
| Tooling / setup | Missing one-time charges that materially change the first order. |
| Payment terms | Comparing price without considering how much cash is exposed and when. |
| Exceptions | Allowing substitutions or assumptions to remain hidden in a “compliant” quote. |
How to send the RFQ
- Freeze the version of your specification before asking multiple suppliers to quote.
- Send the same core requirement to each supplier.
- Set a response deadline that gives enough time to ask clarification questions.
- Do not fill missing supplier fields with guesses. Mark them as missing and request clarification.
- Record revisions so the final comparison uses the latest confirmed quote from each supplier.
Practical rule: if two suppliers are not quoting the same specification, quantity, logistics basis and commercial scope, their unit prices are not directly comparable.
After suppliers reply, compare the evidence—not just price.
Use the free comparison guide or see how CredibleSignal structures quote data and missing fields before a human award decision.
Compare supplier quotesSee CredibleSignalLast reviewed: October 2026.