Sourcing & Trade Guide
Vietnam Suppliers RFQ: Quote, MOQ and Lead Time Tips
Comilmart Team
November 2, 2026
A buyer in Accra, Riyadh or Nairobi posts a request: forty pieces of a product they described in three lines, a target quantity, and a question about price. Within a day or two, several suppliers reply. Most replies say "please see attached catalogue" or "price on request". A few give a clear quote. Those few get the conversation. That is the everyday reality of a Vietnam suppliers RFQ from the buyer's side.
If you work in a Vietnamese factory, you will recognise the temptation to keep the first reply short. You do not have the full specification, the buyer may be a time-waster, and your costs depend on details you have not seen. But a short reply usually ends the conversation. A well-built reply, even a brief one, shows the buyer that you understand the request and can deliver.
This guide explains how to handle a request on Comilmart: what a request usually contains, how to set MOQ and price tiers, how to give a lead time you can meet, and how to follow up without pushing.
What a buyer's request really asks
An RFQ, or request for quotation, is a buyer's way of saying: here is what I need, tell me what you can offer. Buyers can post these on the RFQ sourcing page and receive quotations from suppliers. Some requests are detailed, with drawings and target price. Others are short and leave you to ask follow-up questions.
Before replying, read the request twice and note:
- The exact product and any specification, size, material or standard.
- The quantity and whether it is a one-off or recurring need.
- The destination country or port.
- Any mention of certificates, packaging or branding.
- The urgency, if stated.
If the request leaves out something that changes your price, say so politely and ask. A question like "Is the finish matte or gloss, and do you need your own carton print?" is a sign of professionalism, not weakness.
Decide whether to reply at all
Not every request fits. Replying to all of them wastes time and lowers your quality. Ask yourself:
- Is this a product we make, or can make with a modest change?
- Is the quantity within our capacity and at or above our MOQ?
- Can we meet the standard or certificate requested?
- Do we know enough to give a price basis, even approximate?
If the answer is no to most of these, a short, polite decline is better than a vague reply. If the answer is yes, reply promptly. Speed is a signal. Buyers often compare the first few answers they receive.
Write a Vietnam suppliers RFQ reply that is easy to compare
Buyers read many quotes side by side. Make yours simple to compare by covering the same items every time.
| Item | What to state |
|---|---|
| Product and specification | Model, material, size, finish |
| Quantity and MOQ | Order quantity and your minimum |
| Unit price and currency | Price per unit, with the currency clearly written |
| Incoterm and port | For example FOB at a named Vietnamese port |
| Packing | Units per carton, cartons per container |
| Lead time | Days from order confirmation, with what it includes |
| Sample terms | Availability, cost and timing |
| Payment terms | Your proposed arrangement |
| Validity | How long the quote holds |
Keep the language plain. Avoid long paragraphs of general company history; the buyer can find that on your profile. Attach photos, a drawing or a short video if they help. Comilmart listings support specifications, MOQ, tiered pricing, lead times, samples, certifications and product videos, so your quote can point to a listing for more detail.
Set MOQ and price tiers with logic
Your MOQ should reflect real production limits: a minimum mould run, a minimum fabric purchase, a minimum roasting batch, or a minimum container load. When you explain the reason, buyers are more likely to accept it, and sometimes to find a way to meet it.
Price tiers show how unit cost falls as quantity rises. A simple structure might have three levels: a trial quantity, a standard order, and a full-container order. Do not invent discounts you cannot support. If the savings come from shorter set-up per unit or better material purchasing, say so.
It also helps to explain your flexibility. Some factories accept a smaller first order at a higher unit price to let a new buyer test quality. If you can do that, make it explicit. Buyers who have never worked with Vietnam suppliers often want that first low-risk step.
Give a lead time you can keep
Lead time is where many quotes go wrong. A factory wants to win the order, so it quotes a short time, then misses it. A buyer who missed a season because of your delay will not return.
Build your lead time from the actual steps:
- Material purchase or confirmation.
- Production and finishing.
- Quality inspection and packing.
- Delivery to the port and loading.
State clearly whether lead time counts from order confirmation or from receipt of deposit, and whether it includes sea freight. Ocean transit to Africa or the Gulf is separate and depends on routing, so never promise arrival dates you do not control. Buyers can use the landed-cost calculator and shipping rate tools on the platform to estimate freight and related costs, and ComilExpress is Comilmart's own logistics service for those who want help moving goods.
Negotiate with offers and counter-offers
Buyers may respond with a lower target price or a different quantity. On Comilmart they can chat with you, make offers and receive counter-offers in the same place. Treat this as normal business, not an insult.
Before you counter, check your cost and decide your floor. Offer alternatives to a simple discount: a larger quantity at a lower unit price, a simpler pack, a different material grade, or a longer lead time. Keep each change written down so that both sides agree on the same specification.
Trade Assurance is available as a general buyer protection feature. Read how it works before you rely on it for a particular order, and keep written confirmation of the specification, price, packing and delivery terms.
Paperwork to keep in mind
Once an order is agreed, you will normally prepare a commercial invoice, packing list, HS code classification, export declaration and bill of lading, and a certificate of origin if the buyer asks. Some products need extra certificates or permits in the destination country.
Requirements differ by product and country, and they change. Confirm current rules with your customs broker, freight forwarder, tax adviser or the relevant Vietnamese authority before you quote terms that depend on them. This article is general information, not legal or tax advice.
Follow up without pushing
If the buyer does not reply, wait a few days and send one short follow-up that adds something new, such as a photo of a similar finished order, a revised packing plan or a note that your quote is about to expire. Avoid repeating the same message. A calm, useful follow-up shows reliability, and it leaves the door open if the buyer's budget or schedule changes.
Frequently asked questions
How fast should I reply to an RFQ? As fast as you can give a useful answer. A short reply with a clear next step is better than a late reply that tries to cover everything.
Should I quote without a sample? You can give an indicative quote, then confirm the final price after the buyer approves the specification or sample.
Is it free to join? Applying as a manufacturer is free. Applications go through a verification review before approval and a Verified badge.
What if I cannot meet the MOQ the buyer wants? Say so honestly and offer the closest option, such as a smaller first order at a different price or a staged delivery.
Next step
If your factory in Ho Chi Minh City, Hanoi or another industrial area is ready to quote export buyers, apply as a manufacturer and prepare your company documents, certificates and product photos. Then browse the RFQ sourcing page and put these tips into practice on your next Vietnam suppliers RFQ.