How to Write an RFQ (Request for Quotation) Buyers Template (2026)

A well-written RFQ is the fastest way to turn a vague idea into comparable prices. If you have wondered how to write an RFQ, the principle is simple: tell suppliers exactly what you need, so they can quote exactly that. Alibaba describes an RFQ as "a buying request made by a B2B buyer" that should include product specifications, quantities, delivery requirements and any value-added services needed. This guide shows what to put in, the mistakes that produce useless quotes, and a template you can copy.

What an RFQ is, and what it is not

A request for quotation (RFQ) asks suppliers to state a price and terms for a defined product and quantity. Alibaba notes that an RFQ "is not in itself a contract", so it becomes binding only once both parties formally agree. A quotation is the supplier's offer; a proforma invoice and purchase contract come after you accept it.

The details every request for quotation needs

Product and specification. Name, model, material, dimensions, colour, grade or standard, and photos or a drawing.
Quantity. The amount you want now, and the amount you might reorder. Ask for price bands at the next quantity levels (see MOQ explained).
Branding and packaging. Plain, your label, private label, carton size, barcodes or language on the pack.
Delivery country and city or port. For example, Lagos (Apapa or Tin Can), Tema, Mombasa or Dar es Salaam.
Price terms. Ask for the Incoterms rule you want quoted, such as FOB or CIF. The International Chamber of Commerce says Incoterms rules clarify "the tasks, costs and risks involved in the delivery of goods from sellers to buyers", and that Incoterms 2020 is the current edition. See also our guide to FOB, CIF and DDP.
Payment terms you can accept. Deposit, balance on shipment, or a protected route.
Lead time and required delivery date.
Samples. Ask for sample cost, sample lead time and whether it is refundable against the order.
Certificates and compliance. Any test report, quality certificate or registration needed for your market, for example NAFDAC or SON documents for Nigeria.
Quotation deadline and validity. Ask how long the price holds.

A fill-in-the-blank RFQ template

Copy this, replace the brackets and send the same text to every supplier you want to compare.

Subject: Request for quotation: [product name], [quantity] to [delivery city/port, country]

Company: [your registered business name], [city, country]
Product: [name and model]. Specification: [material, size, colour, standard]. Photos or drawing: [attached or link].
Quantity: [first order quantity]. Please also quote [higher quantity 1] and [higher quantity 2]. Expected yearly volume: [estimate].
Branding and packaging: [plain, own label, private label]. Pack size: [per carton]. Artwork: [attached or to follow].
Price terms: Please quote [FOB/CIF/other] [port of loading] to [port of delivery]. Show unit price, packing, and any tooling or setup charge separately.
Payment terms: I can accept [terms]. Please state your terms.
Delivery: Required by [date]. Please state production lead time.
Samples: Please quote sample price, lead time and shipping.
Certificates: Please send [certificates, test reports, business licence].
Reply by: [date]. Please confirm the validity of your quotation.

Mistakes that give you useless quotes

"Send me your lowest price." Without quantity and specification, suppliers cannot price accurately. They may reply with a generic list.
Changing specs between suppliers. Then you cannot compare. Send identical requests.
Ignoring shipping and duty. A cheap ex-factory price can become expensive landed. See how to calculate landed cost.
Accepting the lowest quote without checking the supplier. Use our verification checklist first.
Leaving contact details in public posts. Share them only with shortlisted suppliers.

Compare quotes fairly

Put each reply in a table with the same lines: unit price, price term, MOQ, lead time, payment terms, sample cost, validity and certificates. Ask follow-up questions in writing. If two quotes differ widely, ask why before you choose; the gap may be a different material, a missing line or a different Incoterms rule.

After the quotes arrive

Reply to every supplier, including the ones you reject, with a short thank-you. Shortlist two or three and ask each the same clarifying questions: what exactly is included in the price, what the lead time is from deposit to shipment, what happens if quality does not match the sample, and what the packing will look like. Ask for a proforma invoice only when you are ready to proceed. Then compare the proforma against your original request line by line, and tell the supplier about any differences in writing.

It also helps to keep a simple log: the date you sent the request, who replied, what they quoted and what you asked next. If a dispute ever arises, a clear written record is your best evidence, and Alibaba's own guidance on disputes says to keep communication in the platform's official chat tool.

Using RFQs on Comilmart

On Comilmart, buyers submit requests at /request-quotation with the product, quantity and delivery country. Approved suppliers can browse open requests and respond with a quotation, or chat directly with the buyer. Suppliers arrange and pay for shipping and delivery, and we do not handle freight, customs clearance or duties for B2B orders, so state the delivery terms you expect. Suppliers who want to respond can read our guide on how to respond to RFQs.

Frequently asked questions

What is the difference between an RFQ and a quotation? An RFQ is the buyer's request. A quotation is the supplier's priced reply.

How many suppliers should I send an RFQ to? Enough to compare, often three to five verified suppliers.

Should I include my budget? It is usually better to ask for prices and show your target quantity. Share a target price only when you are negotiating with a shortlisted supplier.

Is an RFQ binding? Alibaba states that an RFQ is not in itself a contract. Confirm terms in a written order before you pay.

Can I send an RFQ for a custom or private-label product? Yes. Include artwork, packaging and who owns the design. See OEM, ODM and private label.

Getting started

Use the template above, then send your request at /request-quotation. You can also browse products with MOQs at /browse. A clear RFQ is how to write an RFQ that gets comparable quotes, not guesses.