How to Respond to an RFQ and Win the Order

To learn how to respond to RFQ requests well, remember three rules: reply fast, answer every question the buyer asked, and make your quote easy to accept. A request for quotation means a buyer has already decided to buy something. The supplier who gives the clearest, most complete answer has a strong chance of winning.

An RFQ (request for quotation) is a message from a buyer describing what they need: product, quantity, specifications, delivery place and sometimes a target price. Several suppliers usually receive the same request, so your reply competes with others. On Comilmart, buyers post a request once and receive competing offers from verified manufacturers. The principles below work on any platform, by email or on WhatsApp.

Reply fast, but not carelessly

Speed matters because buyers often contact many suppliers at once and talk first to those who reply first. Try to send an acknowledgement the same day, even if the full quote takes longer. A short message such as "We received your request and will send a full quotation by tomorrow noon" shows you are serious.

But speed without accuracy hurts. A wrong price or an ignored requirement can cost you the order, or worse, lead to a dispute after the buyer accepts. Read the request twice before replying.

What a winning quotation includes

A complete request for quotation reply contains these items:

Product details: name, model or code, size, material, colour, and any customisation requested.
Quantity and unit price: state the currency and what the price includes.
Delivery term: for example ex-works or FOB at a named port. See our guide to Incoterms for African exporters.
Lead time: days from confirmed order and deposit to readiness.
Payment terms: deposit, balance, and accepted methods.
Validity: how long the quote stands, because costs and exchange rates change.
Packing: units per carton, carton size and weight.
Samples: whether available, the cost and the time.

A simple quotation template for manufacturers

Here is a short quotation template for manufacturers. The numbers are illustrative only; replace them with your own.

Subject: Quotation for 1,000 cotton school bags, ref. RFQ-0123

Dear Mr. Buyer, thank you for your request. Please find our offer. Product: school bag, model SB-20, cotton canvas, 20 litre, two colours. Quantity: 1,000 pieces. Unit price: 5.00 USD, ex-works our factory. Price valid for 14 days. Lead time: 25 days after deposit. Packing: 20 pieces per carton. Payment: 40% deposit, 60% before dispatch. Sample: available at 10 USD plus courier. Please tell us if you need a logo, a different colour or a delivered price, and we will update the quote. Best regards, Name, Company, Phone.

Keep your real quote just as clear. Use plain words and short lines, and attach a PDF with your letterhead and product photos.

Price with care

You do not need to be the cheapest. Many buyers value reliability, quality and communication as much as price. But your price must make sense. Calculate your cost and margin before quoting. If you are unsure, read about tiered wholesale pricing. Offering two or three quantity levels (for example 500, 1,000 and 2,000 units) helps buyers see the saving from ordering more and helps you win bulk orders.

Send a quote to buyers with proof, not promises

When you send a quote to buyers, add proof that you can deliver: a link to your company profile, certificates, photos of the production line, and if possible a past order of similar size (with the customer's permission). Do not claim certificates you do not have. Our article on finding international buyers shows how to qualify a lead before you spend on samples.

Follow up on a quote without being pushy

If the buyer is silent, do not assume you lost. Follow up after two or three days with a polite message: ask if they received the quote, if they have questions, and whether the specifications are right. After a week, try once more and offer something helpful, such as a sample or a small trial order. Keep a record of every quote with date, buyer and status. Stop after three or four well-spaced attempts and move on.

Common mistakes that lose bulk orders

Replying with only "Price?" and a number, without MOQ, lead time or terms.
Ignoring a requirement, such as a certificate or a delivery date.
Quoting a price you cannot sustain, then asking for more after the buyer agrees.
Forgetting to state validity, so the buyer expects an old price months later.
Using different prices in different messages.

Frequently asked questions

Should I quote if I cannot meet the full quantity? Yes, if you are honest. Offer what you can supply and say when you can supply the rest.

What if the buyer asks for a very low price? Explain your cost basis politely and offer alternatives such as a different material or larger quantity. Do not accept an order that loses money.

Should I include shipping in the quote? Only if you understand the shipping cost. Otherwise quote ex-works or FOB and let the buyer arrange freight, or ask your forwarder for a quote first.

How many suppliers will I compete with? This varies. Treat every request as competitive and reply well.

Getting started

Save the template above as a document, fill in your standard terms, and keep it ready. Then you can answer in minutes. Apply as a supplier on Comilmart to start receiving requests that match your products — there are no listing fees to get started.