How to Write an RFQ (Request for Quotation): Template and Examples

A request for quotation (RFQ) is a short document in which a buyer describes exactly what they want to purchase and asks suppliers to reply with a price and terms. If you write a clear request for quotation, you get offers you can compare. If you write a vague one, you get a pile of replies that cannot be compared and a lot of follow-up emails. This guide shows how to write an RFQ: what to include, an RFQ template you can copy, and an RFQ example in plain English.

RFQ meaning: what a request for quotation is and is not

People often ask about the rfq meaning because the same letters are used in several ways. In sourcing, an RFQ is a request that names the product, the quantity and the delivery terms, and asks for a price. The supplier answers with a quotation, which is a price offer that is valid for a set period.

An RFQ is not the same as a few other documents that sound similar:

RFI (request for information): an early question to learn what a supplier can make. It has no price commitment.
RFP (request for proposal): used when the buyer does not know the solution and wants suppliers to propose one.
Purchase order: the buyer's order after choosing a supplier. It is a commitment, not a question.

Use an RFQ when you already know what you need. If you are still deciding on materials or design, start with a product specification sheet first, because the RFQ is only as good as the description inside it.

Why a good request for quotation saves time and money

Suppliers receive many requests. Those with missing details are often answered last or answered with a guess. When a supplier has to guess, one of two things happens: they quote high to protect themselves, or they quote low and change the price later. A complete RFQ removes the guesswork, so the quotes you receive describe the same product on the same terms.

There is a second benefit. Once quotes are comparable, you can use a side-by-side comparison and see which offer is truly better. That is hard to do if one supplier quotes ex-works in dollars and another quotes delivered in euros.

What to include in an RFQ

Every strong RFQ answers the same questions. Use this list as a checklist before you press send.

Product description and specification. Material, size, colour, finish, performance, brand or model if relevant. Attach drawings, photos or a spec sheet.
Quantity. State the quantity you want now. If you may reorder, say so and give a rough yearly volume. Suppliers price differently for a one-off and a repeat programme.
Quantity breaks. Ask for prices at two or three quantities, for example 500, 1,000 and 2,000 units.
Delivery term (Incoterm) and destination. Say whether you want a price for EXW, FOB, CIF or another term and name the port or address. Our other guides explain the options in detail.
Packaging and labelling. Carton size, inner packs, barcodes, language on labels, private label requirements.
Certificates and standards. Any certification or test report your market requires. Ask the supplier to confirm which ones they hold.
Payment terms. Say what you propose, such as a deposit and a balance. You can negotiate later, but stating a starting point avoids surprises.
Currency and quote validity. Ask the supplier to quote in a named currency and say how many days the price stays valid.
Lead time. Ask for production time and the earliest shipping date after a confirmed order and deposit.
Deadline and contact. Give a reply date and name one person who will answer questions.

RFQ template you can copy

Here is a simple RFQ template written as a list. Replace the words in square brackets with your own details.

Subject: RFQ for [product name], [quantity] units, delivery to [port or city]
About us: [company name], [country], [type of business, such as retailer or distributor]
Product: [description, material, size, colour, finish] (specification attached)
Quantity: [first order quantity]; please also quote [quantity 2] and [quantity 3]
Expected annual volume: [rough number, or "not yet known"]
Delivery term and place: [for example FOB your port, and CIF our port]
Packaging and labels: [details]
Certificates required: [list]
Payment terms proposed: [for example deposit and balance, method]
Please include in your quote: unit price, currency, MOQ, tooling or mould cost if any, sample price, lead time, quote validity, and your company registration details
Reply by: [date]

Keep the message short and attach the detail. Suppliers read a one-page request faster than a long email.

Request for quote sample: a short illustrative example

Below is a request for quote sample for a made-up product. The numbers are round and for illustration only.

Subject: RFQ for stainless steel water bottles, 1,000 units, delivery to Rotterdam. We are a small retailer in the Netherlands. We need 1,000 insulated stainless steel bottles, 500 ml, matte black powder coat, with our logo laser-engraved on the side. Please quote 1,000, 2,500 and 5,000 units on FOB and CIF Rotterdam terms. Each bottle should be packed in a plain box and 20 boxes per master carton. We need food-contact test reports for the materials. We propose a deposit with the balance before shipment. Please include sample cost, lead time and how long your price is valid. Reply by the end of next week.

That message is only a paragraph, yet a supplier can quote it without asking five questions. Notice that it asks for several quantities and two delivery terms, which makes the later comparison easier.

Where to send your RFQ and how many suppliers to ask

Send the same RFQ to a short list of suppliers, usually three to six. Fewer than three gives you little to compare. More than six creates more work than you can manage. Before you send it, do a basic check on each company, as described in our guide on how to find a manufacturer for your product.

Marketplaces can save time here. On Comilmart you can post a request once through RFQ sourcing and receive competing offers from verified manufacturers, instead of writing to each one separately.

Common RFQ mistakes

Asking for a price with no quantity. A price per unit means little without a volume.
Leaving out the delivery term. One supplier quotes the factory door and another quotes your port. You cannot compare them.
Sending different requests to different suppliers. Change the wording and you change the answers.
Hiding the real volume. If you plan to reorder, say so. Suppliers are more willing to invest in a customer who may return.
Choosing only on the lowest price. Check lead time, quality and payment terms too.
No deadline. A date helps suppliers plan their replies.

What to do when the quotes arrive

Put every reply into one table or sheet and convert them to the same currency and delivery term. Mark missing items and ask the supplier to fill them in. Do not ignore a quote that looks very low until you know why, because a low price often hides a missing item such as packaging or tooling. When you have a short list, order product samples and move on to negotiation, covered in our guide on how to negotiate with suppliers.

Frequently asked questions

What is the difference between an RFQ and a quotation? The RFQ is the buyer's request. The quotation is the supplier's reply with price and terms.

How long should an RFQ be? One page of text plus attachments is usually enough. Put the key facts at the top and the drawings in an attachment.

Do I need to name my budget? You do not have to. Naming a target price can help a supplier propose a suitable material or design, but it can also anchor the price. Many buyers leave it out of the first RFQ.

Can I send an RFQ if I only want a small quantity? Yes. Say the quantity honestly and ask for the supplier's minimum order. Some suppliers set a floor, known as the minimum order.

Is an RFQ a contract? Normally no. It is a request. The quotation and your purchase order, together with the agreed terms, form the commitment. If a legal point matters, check with a lawyer.

How many days should I give suppliers to reply? Five to ten working days is common for standard products. Give more time for custom goods that need costing.

Getting started

Write your first RFQ today using the template above, attach a simple spec and send it to a handful of suppliers. If you want competing offers without writing to each supplier yourself, post your request on Comilmart. Comilmart connects buyers with verified sellers across Africa, and there are no listing fees to get started. If you are a factory that wants to receive requests like this, you can apply as a supplier.