How do I respond to an international RFQ professionally?
Updated: 2026-10-16
Short answer
Respond by confirming the buyer's requirements, checking that your company can meet them, and submitting a clear quotation with pricing, minimum order quantity, lead time, delivery terms, payment conditions, quotation validity, and relevant technical documents. If essential details are missing, ask focused clarification questions before quoting. A professional response should make it easy for the buyer to compare your offer against other suppliers.
Review the RFQ Before Preparing a Quote
Read the request carefully and extract the product specifications, quantity, packaging, destination, requested delivery date, quality standards, required certifications, and requested documents. Check whether the buyer specifies a target price, Incoterm, payment method, or quotation format. Confirm that your production capacity, current inventory, suppliers, and delivery schedule can support the request before committing to terms.
Ask Clear Questions About Missing Details
If the RFQ lacks important information, send a concise message listing only the details needed to prepare an accurate offer. For example, clarify the material grade, dimensions, technical standard, annual or initial order quantity, packaging, destination, or required delivery date. If you can quote based on an explicit assumption, state that assumption clearly and show how the price or lead time could change if the requirement differs.
Include the Main Commercial Terms
Present the unit price and currency, quantity breaks if relevant, minimum order quantity, tooling or setup fees, lead time, production capacity, and quotation validity. Specify the delivery term using the agreed Incoterm, named place, and version; also identify freight, insurance, customs, or other charges that are excluded. State payment terms, packaging details, shipping options, and any conditions that affect the quoted price. Make sure the buyer can compare the offer with competing quotations on the same basis.
Provide Relevant Evidence of Capability
Attach or link to relevant product specifications, drawings, catalogs, test reports, certificates, or quality documents when requested and available. Identify what is included in the offer and which technical requirements need confirmation. Avoid claiming certifications, production capacity, stock availability, or delivery dates that have not been verified. If a sample or pre-shipment inspection is possible, explain the process and any associated cost.
Follow Up and Manage the Opportunity
Send the quotation in the requested format, respond promptly to reasonable questions, and agree on the next step. Track the quotation date, validity, buyer feedback, sample requests, requested revisions, and expected decision timeline. If the buyer requests a change in specification, quantity, or delivery terms, review the cost and feasibility before issuing a revised offer. RFQ guidance is available at https://seller.alibaba.com/learningcenter/content/detail/PX2U9ID5.htm.