How to Write an RFQ for International B2B Sourcing

Write an RFQ by defining the product, quantity, quality requirements, delivery terms and quotation format so international suppliers can price the same scope and buyers can compare offers fairly.

What should an international RFQ include?

An international request for quotation should state exactly what suppliers must deliver, where and when it is needed, and how they should present their prices. It should also identify unresolved requirements so suppliers distinguish firm commitments from assumptions.

Learning how to write an RFQ starts with separating essential requirements from negotiable preferences. A detailed document does not help if suppliers cannot tell which specifications determine acceptance.

Product specifications and acceptance criteria

Describe the product with a part number, intended use, drawing revision, material, dimensions and tolerances where relevant. Reference specific test methods or quality standards only when they apply to the product, and identify the required edition where necessary.

Replace vague instructions such as “export quality” with observable acceptance criteria. For example, specify which dimensions will be measured, which defects are unacceptable and what inspection evidence is required.

Include:

• Mandatory specifications and explicitly permitted alternatives.
• Documents needed with the quotation, samples and shipment.
• Inspection stages, acceptance methods and responsibility for costs.
• Rules for material substitutions and design changes.

An inspection report does not replace supplier due diligence or contractual remedies. State how nonconforming goods will be handled in the eventual purchase agreement.

Quantity, MOQ and samples

Give the initial order quantity, quantity per variant and any price-break quantities you want quoted. Label forecasts as nonbinding unless you intend to make a purchase commitment.

Ask suppliers to disclose their minimum order quantity, or MOQ, for each product, color, size or packaging configuration. Separate sample costs, tooling charges and production pricing so a low unit price does not conceal significant setup costs.

For samples, specify the quantity, evaluation criteria, shipping destination and whether approval is required before production. Ask whether samples use the same material, tooling and process proposed for the order.

Packaging and shipment information

Define unit packaging, units per carton, carton markings and pallet requirements where applicable. Request estimated carton dimensions, gross weight and shipment volume because these affect freight planning.

For US imports, identify product-specific labeling, safety, packaging and admissibility questions for verification. Confirm applicable requirements with US Customs and Border Protection, the relevant product regulator or a qualified adviser rather than treating a supplier’s assurance as conclusive.

How should buyers specify price, delivery and payment terms?

Require every supplier to quote the same commercial basis, including currency, quantity, named delivery location and Incoterms 2020 rule. Separate production readiness from arrival deadlines so delivery promises can be evaluated against a realistic shipping plan.

A supplier quotation is not directly comparable with another offer merely because both show a unit price. International procurement requires visibility into freight responsibilities, exclusions, payment exposure and timing assumptions.

Use a precise delivery basis

Write the chosen rule with a named place or port and version, such as “FCA [full warehouse address], Incoterms 2020.” Avoid requesting an “FOB factory” price: FOB is a sea and inland-waterway rule with delivery on board the vessel at the named shipment port.

For containerized shipments handed to a carrier before vessel loading, consider whether FCA better reflects the actual handover. Select the term around the transport arrangement, not simply the supplier’s usual quotation format.

Quotation basis	What the supplier prices	What the buyer must clarify	Comparison concern
FCA named place	Goods and delivery to the carrier or other nominated person under the agreed FCA arrangement, including export clearance	Exact handover point, main carriage and destination costs	Pickup and loading arrangements depend on the named place
FOB named shipment port	Goods delivered on board the vessel, including export clearance	Sea freight, insurance arrangements and destination costs	Not appropriate for air freight; may misalign with container handover
DAP named destination	Carriage to the named place, ready for unloading	Import clearance, duties, taxes and unloading	Delivered price does not mean import charges are included

Incoterms allocate specified delivery obligations, costs and risks. They do not determine payment terms, ownership transfer, product acceptance or remedies for breach.

Decision point: Compare quotations on one requested basis first. Treat alternative delivery terms as separate offers, not interchangeable prices.

Define deadlines and payment milestones

Request separate lead times for samples, sample approval, production, inspection and dispatch. If goods must arrive by a particular date, state the destination and ask suppliers to disclose the transit assumptions supporting their proposed schedule.

Specify the requested currency, quotation validity and payment structure. Ask suppliers to identify alternative payment terms separately, including any price impact.

For substantial or unfamiliar transactions, assess payment protections with your bank or trade adviser. A letter of credit can structure documentary payment conditions, but it does not independently establish the quality of the goods.

What does a practical international RFQ template look like?

A usable RFQ template combines a controlled specification with a mandatory supplier response format. The illustrative request below shows how a US buyer could seek comparable offers for a straightforward manufactured component.

Illustrative buyer request

The quantities and specifications below are examples, not purchasing recommendations. Replace them with approved engineering, logistics and commercial requirements before sending the RFQ.

RFQ reference: RFQ-BRACKET-01
Buyer: [Legal company name and procurement contact]
Quotation deadline: [Date, time and time zone]
Product: Stainless-steel mounting bracket for indoor industrial equipment
Technical attachment: Drawing BR-01, revision A, supplied with this request

RFQ field	Buyer requirement
Material	Type 304 stainless steel; identify the proposed material specification and supporting documentation
Dimensions	100 × 50 × 3 mm; hole locations, bend geometry and tolerances per attached drawing
Finish	Deburred edges; no visible rust, cracks or sharp burrs
Initial quantity	5,000 units; also quote 10,000 units as a separate price tier
Forecast	Potential quarterly repeat orders; nonbinding and subject to demand
MOQ	State standard MOQ and any MOQ affecting the requested finish or packaging
Samples	Five production-representative samples for approval before bulk production; quote cost and courier charges separately
Quality review	Buyer dimensional and visual review against the drawing; propose a pre-shipment inspection plan for agreement before order
Packaging	Protect surfaces from contact damage; quote 50 units per carton and propose any necessary alternative
Carton markings	Buyer part number, purchase order reference, quantity and carton sequence; other markings subject to compliance review
Primary price basis	FCA supplier facility, Incoterms 2020; provide the full facility address
Final destination	Buyer warehouse in Columbus, Ohio, US; full address supplied for freight planning
Timing	State sample lead time and production lead time after written sample approval; required warehouse arrival: [date]
Payment	Propose payment milestones and identify the event triggering each payment
Price validity	State the date through which pricing and capacity assumptions remain valid
Changes	Identify all deviations; substitutions require the buyer’s written approval

Mandatory supplier response

Ask suppliers to return the following information in the same order:

1. Legal entity name, manufacturing location and whether the respondent is the manufacturer or a trading company.
2. Compliance statement against each requirement, with deviations listed separately.
3. Unit prices by quantity tier, currency and named FCA location.
4. Separate tooling, sample, packaging and other one-time charges.
5. Sample and production lead times, capacity assumptions and earliest available production slot.
6. Carton count, estimated shipment weight and volume.
7. Proposed country of origin and HS classification, with the basis for each.
8. Payment terms, quotation validity and exclusions.

The supplier’s suggested HS Code is an input, not a final US classification decision. Have the importer’s classification and origin treatment reviewed against official guidance or by a qualified customs adviser.

How do procurement teams evaluate supplier quotations?

Evaluate each quotation for technical conformity and commercial completeness before comparing its price. Then assess total acquisition cost, delivery feasibility and supplier risk using the same criteria for every respondent.

The cheapest quoted unit can become the more expensive purchase after freight, import charges, rework or delays. Record uncertainties explicitly instead of assuming missing costs are zero.

Apply pass/fail gates before scoring

Use mandatory gates for essential specifications, required delivery timing and acceptance of critical commercial conditions. An alternative design may deserve consideration, but it should not be scored as though it meets the original specification.

For compliant offers, agree the relative importance of:

• Technical fit: specification compliance, sample results and change controls.
• Total cost: goods, tooling, freight, insurance where arranged, applicable import charges and inspection.
• Delivery credibility: production schedule, handover point and transit assumptions.
• Supplier risk: legal identity, manufacturing arrangements, references and independently reviewed evidence.
• Commercial exposure: payment timing, cancellation terms and treatment of nonconforming goods.

Do not confuse collecting certificates with authenticating them. Check issuer details, scope, validity and relevance where certificates matter to the purchase.

Normalize costs and close gaps

Build a landed-cost worksheet with separate supplier charges and buyer-side estimates. Record the source, date and assumptions for freight, currency conversion and import-cost estimates.

Send clarification questions before awarding the order, and keep a written record of revised offers. Carry agreed specifications, payment terms and remedies into the purchase contract rather than relying on the RFQ alone.

Warning: A quotation that omits tooling, packaging, inspection access or delivery exclusions is incomplete, not necessarily competitive.

How can buyers issue a confidential RFQ efficiently?

Finalize the purchasing scope and response format before inviting suppliers to quote. Confidential distribution limits public exposure, but buyers must still control sensitive disclosures and conduct their own due diligence.

Step-by-step release checklist

• Confirm the product specification, drawing revision and acceptance criteria.
• Separate the firm order quantity from optional tiers and forecasts.
• Define MOQ questions, sample requirements and approval milestones.
• Choose the Incoterms 2020 rule and exact named place or port.
• Set the destination, arrival requirement and requested schedule breakdown.
• Specify packaging, shipment-data and document requirements.
• Identify US import and product-compliance questions requiring professional review.
• Set the quotation deadline, currency, validity request and response format.
• Agree evaluation criteria and due-diligence responsibilities internally.
• Release the RFQ, log clarifications and communicate revisions consistently.

Confidential supplier matching on BIGEXPORT

BIGEXPORT is an AI-supported, confidential B2B RFQ communication and matching platform. Buyers create RFQs free of charge, requests are not published on a public RFQ board, and suitable suppliers may be invited to relevant requests.

Supplier access follows the platform’s existing credit rules, and the same company is never charged twice for the same RFQ. BIGEXPORT charges no transaction commission and is not a marketplace, escrow provider, customs broker or intermediary.

It does not become party to contracts or guarantee payment, delivery, quality or commercial outcomes. Buyers remain responsible for supplier due diligence, document checks and purchasing decisions.