What should I include in a request for quotation (RFQ)?
Updated: 2026-10-18
Short answer
A request for quotation (RFQ) should include your company and contact details, product specifications, required quantity, quality standards, delivery destination, target schedule, and requested commercial terms. It should also specify required certificates, inspection criteria, quotation validity, submission deadline, and how suppliers should respond. A clear RFQ helps suppliers prepare comparable and accurate quotations.
What should I include in a request for quotation (RFQ)?
A request for quotation (RFQ) should clearly describe the buyer, product, specifications, quantity, quality requirements, delivery destination, requested schedule, and commercial terms needed for suppliers to submit comparable offers. It should also state how suppliers should respond, what documents are required, and when the quotation expires.
Identify the buyer and contact person
Provide the buyer's legal company name, business address, relevant contact person, business email, and the preferred channel for questions and submissions. Share only the contact and company information needed for the sourcing process.
Describe the product precisely
Include the product name, model or item number, technical specification, materials, dimensions, performance requirements, applicable standards, drawings, reference images, packaging, labeling, and required certificates. Explain any acceptable alternatives and identify which requirements are mandatory.
State the required quantity and delivery schedule
Specify the quantity required now, expected annual or repeat volume where relevant, minimum order expectations, sample requirements, delivery destination, preferred shipment date, and whether partial deliveries are acceptable. State any constraints on shelf life, production batches, or packaging where applicable.
Request a complete commercial quotation
Ask suppliers to quote unit price by quantity, currency, minimum order quantity, tooling or setup charges, sample cost, packaging, payment terms, production lead time, shipping options, and quotation validity. Specify the requested Incoterms rule and named place or ask suppliers to quote clearly identified alternatives.
Specify compliance, inspection, and contract requirements
State required test reports, certifications, labeling, product compliance documents, inspection standards, warranty expectations, and acceptance criteria. Explain any confidentiality requirements, intellectual property restrictions, or draft contract terms that suppliers must review.
Set the response format and deadline
Provide a submission deadline, required quotation format, contact for technical questions, and the expected decision timeline if known. Ask suppliers to list exclusions, assumptions, deviations, and document gaps explicitly so offers can be compared fairly.
A complete RFQ reduces misunderstandings, helps suppliers price the same scope, and makes quotations easier to evaluate. Before sending it, check that the technical and commercial requirements are clear and internally approved.