RFQ Tool
Give Every Supplier the Same Quotation Basis
Prepare a comparable export RFQ with product, sample, packaging, quantity, destination, shipping, document, and approval inputs.
Direct answer
A comparable RFQ states the selected product or sample basis, pack route, quantity range, number of SKUs, destination, preferred shipping basis, document questions, and approvals still open. It asks the quotation to separate confirmed items from assumptions and dependencies.
How to use
- 1Send the same numbered RFQ fields to every shortlisted supplier.
- 2Ask each response to mark confirmed, conditional, excluded, buyer-provided, and open items.
- 3Compare landed or shipment assumptions only after product and packaging bases match.
- 4Move approved assumptions into the final quotation, specification, and contract instead of relying on email memory.
Editable worksheet
Complete the fields your team can confirm
Leave unknown items visibly open and assign an owner instead of entering an unsupported answer.
Section 1
Product basis
Identify exactly what is being quoted.
Section 2
Packaging basis
State stock, printed, or custom requirements.
Section 3
Commercial basis
Keep price assumptions comparable.
Section 4
Destination and handoff
Make shipment and review ownership visible.
Decision table
Quotation comparison rows
Do not compare the price column until the basis columns match.
| Area | Supplier response should state | Buyer check | Status |
|---|---|---|---|
| Product | Sample/specification basis and exclusions | Same product assumptions | Match / gap / open |
| Упаковка | Pack, print, case, artwork dependencies | Same packaging assumptions | Match / gap / open |
| Commercial | Quantity, SKU count, price basis, validity | Same commercial assumptions | Match / gap / open |
| Timing | What starts the clock and which approvals affect it | Same artwork and approval stage | Match / gap / open |
| Shipping / documents | Destination, Incoterm, available scope, dependencies | Reviewed by buyer and relevant parties | Match / gap / open |
Scope and limitations
Use the template as a decision record, not a compliance promise
- The checklist does not set a universal MOQ, lead time, Incoterm, document list, or destination requirement.
- Freight, compliance, tax, customs, and market-entry questions should be reviewed by the appropriate buyer-appointed parties.
- Only the final signed documents establish commercial obligations.
Buyer Paths
Use the tool inside a workflow
FAQ
Frequently Asked Questions
Should an RFQ ask for one fixed lead time?+
Ask what the timing assumes and which product, packaging, artwork, approval, payment, and scheduling steps affect it.
How should document questions be written?+
Name the destination and intended use, ask what information or documents are available, and identify who will confirm applicability. Avoid asking for a universal compliance promise.
When is a quotation ready to compare?+
Compare only after the product, pack, quantity, SKU count, destination, shipping basis, approval status, and exclusions are visible.
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