How to Write an RFQ That Gets Useful Quotations

If you want quotations you can compare, start from one rule: a supplier can only quote what you describe. A request for quotation (RFQ) is a document a buyer sends to potential suppliers, setting out the product specifications, quantities and delivery requirements and asking for detailed pricing in return.¹ Every detail you leave out becomes either a follow-up question that slows the process down, or an assumption the supplier makes for you, and assumptions are where quotations and delivered goods quietly part company. This guide shows you how to write an RFQ field by field, with a copy-paste template, a worked example and a pre-send checklist.

What must an RFQ include?

An RFQ must include a clear product title, a full specification, the quantity and unit, the destination and Incoterm, the date you need the goods, the payment terms you can offer, the samples and documents you expect, and a deadline for quotations. Guidance on RFQs in the import-export process lists the same core elements: product specifications, quantity, delivery requirements including shipping terms and location, a pricing structure, payment terms, a response deadline and contact information.¹ On Exportain, posting an RFQ means stating quantity and unit, target price, destination, Incoterm, required certifications and deadline, so that suppliers in that category can view it and quote against it.²

How to write an RFQ step by step

1. Write the product specification first

The specification is where an RFQ does most of its work. An effective RFQ describes the goods in detail, including technical specifications, quality standards and any certifications needed.¹ Supplier profiles on Exportain show the certifications a supplier has declared, so ask for the certificate documents with the quotation rather than relying on a listing claim.²

For apparel, the detail matters because the factory price is influenced by the cost of materials, the efficiency of the workforce, overhead and the margin, and those inputs shift with the specification you set.³ A request that says only "100% cotton" leaves the yarn count, fabric weight and finishing open, and each open point can change the price. State them yourself and you remove a round of questions.

Cover at least the following in the specification:

• Materials and composition: fibre content, fabric weight such as GSM, knitted or woven construction, and finish.

• Sizes, with the quantity per size or a size ratio.

• Colours, with the quantity per colour.

• Construction details: stitching, prints, embroidery, washes and trims.

• Labels and branding: main label, care label and hang tags, and which items are custom and which can be standard.

• Packaging: unit pack, pieces per carton and carton marks.

• Certifications or test reports the goods must have.

2. State quantity, target price and currency

State the total quantity and how it splits across styles, colours and sizes. If this is a smaller trial order, say so, and say what repeat volume could follow, because that context changes how a supplier costs the order. CBI notes that factories may accept lower margins when order volumes are high, and that lower quantities can push costs up, so a price quoted for a larger quantity may not hold for a smaller one.³ See MOQ explained for how quantity and price breaks interact.

A target price is optional. A realistic target helps a supplier judge quickly whether your specification and your budget belong together. A target far below the cost of the specification brings declines, or quiet downgrades in materials and workmanship. If you have no grounded target, leave the field empty rather than guessing. Name the currency you want quoted in, so that replies are directly comparable.

3. Name one Incoterm, the destination and the delivery date

The Incoterms® rules clarify the tasks, costs and risks involved in delivering goods from sellers to buyers, and the 2020 edition entered into force on 1 January 2020.⁴ The Incoterm you name tells a supplier what its price must include. Pick one Incoterm and one named place if you can, because quotations priced on different Incoterms cannot be compared like for like. See Incoterms for shipments from Bangladesh for how the common terms divide costs and risk.

Destination country is the core requirement, and adding the destination port helps when the price includes carriage to your side. Do not confuse the two dates in an RFQ. The quotation deadline is when prices are due. Your delivery date is when you need the goods, and it belongs in the specification, stated clearly as ready to ship or arrived at destination.

4. State the payment terms you can offer

Payment terms affect what an order costs the supplier, so state what you can offer: for example a letter of credit, or a bank transfer with a deposit and a balance, and when each part is paid. How to import from Bangladesh compares the common payment structures. On Exportain, you agree and settle payment directly with the supplier on the accepted terms, and Exportain holds money for a goods order only under a funds hold that both parties agree to.^{2 5}

5. List the samples and documents you expect

Say which samples you need before bulk production, how many, and whether you will pay for the samples and their courier cost, because samples cost the supplier time and materials. List the documents you need with the shipment and for customs clearance, such as the commercial invoice, packing list, transport document, certificate of origin and any test reports. Export documents from Bangladesh covers each document in turn. If you plan a pre-shipment inspection, say so here, and say who appoints and pays for it.

Complete RFQ template you can copy and paste

Copy this block into an email or a document, or work through it field by field in Exportain's RFQ form. Delete lines that do not apply, but write "to be confirmed" rather than deleting a section you have not decided yet.

REQUEST FOR QUOTATION
1. BUYER: Company / Contact / Country
2. PRODUCT: Title / Category / Intended market
3. SPECIFICATION: Material and composition / Sizes and breakdown /
   Colours and quantity per colour / Construction and finish /
   Labels and hang tags / Packaging (unit pack, per carton, marks)
4. QUANTITY: Total and unit / Breakdown / Trial order? Repeat volume?
5. COMMERCIAL: Target price and currency (optional) /
   Incoterm and named place / Destination country and port /
   Payment terms you can offer
6. TIMING: Quotation deadline / Delivery date (ready to ship or arrived?)
7. QUALITY: Certifications and tests / Samples (type, who pays) /
   Documents with shipment / Inspection before shipment? Yes / No / To be confirmed
8. PLEASE QUOTE: Unit price, MOQ, lead time and what it counts from,
   Incoterm, payment terms, sample cost, price validity date

Worked example: a complete RFQ for cotton T-shirts

Example figures: the quantities, dates and terms in this example are illustrative. They show the level of detail a supplier needs, not a market price or a live buying request.

Title: Men's cotton knitted T-shirts, 180 GSM, short sleeve.

Specification: 100% combed cotton, single jersey, 180 GSM, knitted. Crew neck with ribbed collar, side-seamed. Sizes S to XXL in the ratio 1-2-2-2-1. Three colours, navy, black and white, split evenly. Small embroidered logo on the left chest. Buyer's woven main label and printed care label, with hang-tag artwork supplied by the buyer. Each shirt in an individual polybag, 50 pieces per export carton in mixed sizes per the ratio, with the carton marked with style, colour breakdown and gross weight.

Quantity: 5,000 pieces. This is a first order to qualify the supplier, with repeat orders expected if quality and delivery are as agreed.

Commercial terms: Quote in USD, FOB Chattogram, Incoterms® 2020. Destination: Rotterdam, Netherlands. Target price left open: quote your price for this specification, and state separately what changes if the fabric weight is reduced. Payment by bank transfer, with a deposit on order confirmation and the balance against a passed pre-shipment inspection and copies of the shipping documents. State if you require different terms.

Timing: Quotations within seven days. Goods ready to ship eight weeks after pre-production sample approval. State your lead time and what it counts from.

Samples and documents: Pre-production sample in the actual fabric, trims and labels before bulk production. The buyer pays the courier cost. State the sample charge and whether it is credited against the bulk order. OEKO-TEX Standard 100 certificate requested with the quotation. Documents: commercial invoice, packing list, bill of lading and certificate of origin. The buyer will appoint an independent pre-shipment inspection on finished, packed goods.

Compare that example with a one-line request such as "Cotton T-shirts, price please". The one line brings back quotations for different fabrics, weights and packaging that cannot be compared and should not be relied on.

Public and private RFQs on Exportain

The public RFQ directory on Exportain lists open buying requirements with their category, destination, quantity and deadline, and registered Bangladeshi suppliers can submit a quotation against them.⁶ A public RFQ appears only with the buyer's consent, and a public RFQ never shows the buyer's name, company, message or target price. Keep the title descriptive and neutral for that reason, with no brand name or confidential project name in it.

You do not have to post publicly to use Exportain. You can also message a supplier directly from its profile and build your order from its listed products.² Whichever route you choose, suppliers who quote need the full requirement, so write the specification once and use the same text every time.

How to compare the quotations you receive

On Exportain, every quotation is versioned and states unit price, MOQ, lead time, Incoterm, payment terms and validity, and you can counter-offer in the same thread.² When a buyer accepts a quotation, Exportain creates one order and issues one proforma invoice from the accepted terms.⁵ Compare the replies in this order:

1. Put them on the same basis. Convert each quotation to one Incoterm and one destination before you compare prices. Landed cost shows how to add the remaining costs.

2. Check MOQ against your quantity. A low unit price with an MOQ above your order quantity is not usable for this order.

3. Compare lead time with your delivery date, and ask what the lead time counts from, for example order confirmation or sample approval.

4. Read the payment terms. A slightly higher price on terms you can meet may be the better offer.

5. Check validity. Accept, or ask for an extension, before the quoted price expires.

6. Look for what is missing. An unusually low quote may omit the labels, packaging, testing or samples you asked for.

Exportain is not a party to the contract for goods. It does not inspect goods, book freight or clear customs, and its trust badges are reviews of documents and photos, not a guarantee of production capacity, product quality or delivery.⁵ Samples, inspection and payment conditions remain yours to agree in writing with the supplier.

RFQ pre-send checklist

• Title is specific, covering product, material and key measure, with nothing confidential in it.

• Specification covers material, sizes, colours, construction, labels, packaging and certifications.

• Key measurements and materials from your tech pack are summarised in the specification text.

• Total quantity and unit are stated, with a breakdown by style, colour and size.

• Trial-order status and possible repeat volume are stated honestly.

• Target price, if given, is realistic for the specification, and the currency is named.

• One Incoterm with a named place is stated, plus destination country and port.

• Delivery date is stated, with ready to ship or arrived made clear.

• Quotation deadline is set, and not confused with the delivery date.

• Payment terms you can actually offer are stated.

• Samples, courier costs and inspection plans are stated.

• Shipment documents are listed, and the quotation format you want back is requested.

Common mistakes

• One-line specifications that invite quotations for different products.

• Confusing the quotation deadline with the delivery date, when the two dates do different jobs.

• No Incoterm, leaving you with FOB, CIF and EXW prices you cannot compare.

• Confidential details in the title, which is the part of an RFQ other users can see.

• Comparing unit prices only, and ignoring MOQ, lead time, payment terms and validity.

• Sending different briefs to different suppliers, which makes fair comparison impossible.

Frequently asked questions

What is an RFQ?

An RFQ, or request for quotation, is a written request in which a buyer describes what they want to buy and invites suppliers to quote a price and terms for supplying it. It is not an order and commits neither side. Accepting a quotation is the step that creates the order terms.

How do I write an RFQ if I do not know the full specification yet?

Write what you know, mark each open point as "to be confirmed", and ask suppliers to state the options and what each option costs. Never leave a gap silent, because a silent gap becomes the supplier's assumption. A partial specification with honest gaps returns more comparable quotations than a confident one-liner.

Should I include a target price in my RFQ?

Include a target price only if it is realistic for the specification you have written. A credible target helps suppliers judge quickly whether they can work with you, while a target far below cost produces declines or quiet downgrades. With no grounded target, leave the field empty and compare replies on the same basis instead.

What is the difference between the quotation deadline and the delivery date?

The quotation deadline is when you want suppliers' prices back, and the delivery date is when you need the goods. State whether the delivery date means ready to ship or arrived at destination. On Exportain, write the delivery date inside the specification so it cannot be confused with the deadline.

Can I send the same RFQ to several suppliers?

Yes, and you should send the identical brief to several suppliers, because identical briefs are what make quotations comparable. The standard RFQ process is preparation, issuance to multiple suppliers, supplier responses, evaluation and selection.¹ On Exportain, one posted RFQ reaches suppliers in the category at once.

How do I post an RFQ on Exportain?

Open the Post an RFQ page, state your requirement once, and complete the title, category, specification, quantity and unit, destination, Incoterm, certifications and quotation deadline. Registered suppliers can then view the RFQ and quote against it directly.² Write the delivery date, payment terms, samples and documents inside the specification, and choose whether the RFQ appears in the public directory.

Next steps on Exportain

Prepare your brief once with the template and checklist above, then post an RFQ so suppliers in your category quote against the same specification. If you want to see how the buying journey fits together first, read how to buy on Exportain, or browse Bangladeshi suppliers and message a supplier directly from its profile.