How to Write a B2B RFQ: What to Include for Comparable Quotes
A request for quotation (RFQ) is the document a buyer sends to suppliers to ask for a price and terms. A vague RFQ leads to vague quotes: suppliers answer different questions, add different assumptions, and the prices cannot be compared. A clear one saves days of back-and-forth and makes the decision easier. This guide lists what a good RFQ for B2B supply should contain.
1. Who you are and what the project is
Give the company name, the contact person, and a one-paragraph description of the project or need. Suppliers often suggest better options when they understand the purpose, not only the item.
2. Precise specifications
Describe exactly what you need: model or type, dimensions, materials, performance, standards and certifications. If something is flexible, say so; if a requirement is mandatory, mark it as mandatory. Where it helps, attach drawings, datasheets or a reference product. Our office chair specification checklist is an example of how detailed a specification can be for one product category.
3. Quantity and phasing
State the total quantity, the unit of measure, and whether delivery is in one lot or in stages. Quantity affects price, so mention whether you may order more later and whether you want prices for more than one quantity.
4. Delivery requirements
Provide the delivery address or destination port and the date you need the goods. Say which trade term applies, because it decides who pays for freight and insurance and who carries risk at each stage; see our guide to Incoterms. Mention any site restrictions such as access hours or unloading equipment.
5. Packaging, marking and documents
List any packaging or labelling requirements and the documents you need, such as commercial invoice, packing list, certificate of origin, quality or test certificates. For food and agricultural products the list is longer; see our export documentation checklist.
6. Commercial terms
State the currency you want the quote in, the payment terms you can offer, and how long the quotation should remain valid. Ask the supplier to show what the price includes and excludes, so that freight, installation, taxes or duties are not discovered later.
7. Samples, warranty and after-sales
Say whether you need samples before ordering and what warranty or after-sales support you expect. For equipment, ask for the warranty period, spare-parts availability and who handles service.
8. How you will evaluate the answers
Tell suppliers the decision criteria: price, delivery time, technical compliance, references, payment terms. Set a deadline for questions and for the quotation, and give one contact point, so every supplier gets the same information at the same time.
A short RFQ template
- Company, contact person, project summary
- Item specification, standards, mandatory and optional requirements
- Quantity, unit, delivery in one lot or stages
- Destination, required date, trade term
- Packaging, labelling, required documents
- Currency, payment terms, quotation validity
- Samples, warranty, after-sales
- Evaluation criteria and deadlines
Common mistakes
- Asking for a price with no quantity or delivery location.
- Leaving the trade term unstated, so quotes assume different cost splits.
- Comparing only the unit price, without checking what is included.
- Sending different information to different suppliers.
Summary
A good RFQ is specific, complete and identical for every supplier. If you do not have all the details yet, send what you know; we will tell you what else would be needed for an accurate proposal. You can start directly with our B2B quotation request form.
