You send an RFQ to ten suppliers. Three reply. Two send prices you cannot compare. One asks you ten questions you should have answered in the first message.
Every buyer knows this situation. The problem is rarely the suppliers. Most of the time, it is the request itself. A clear RFQ gets fast, accurate, comparable quotes. A vague one gets silence.
This guide explains what an RFQ is, what a strong one includes, the most common mistakes, and gives you a template you can copy and use today.
What Is an RFQ?
An RFQ (Request for Quotation) is a document a buyer sends to suppliers asking for a price quote for specific products or services, under specific conditions. It is used when the buyer already knows exactly what they need and wants to compare offers.
RFQs are often confused with two related documents:
- RFI (Request for Information): used early, to learn what suppliers can offer. No pricing yet.
- RFP (Request for Proposal): used when the buyer has a problem to solve and wants suppliers to propose solutions, not just prices.
- RFQ (Request for Quotation): used when the specification is clear and the main question is price and terms.
Why Suppliers Ignore RFQs
Suppliers receive many requests. They prioritize the ones that look serious and easy to quote. An RFQ usually gets ignored when:
- The product description is too vague to price
- There is no quantity, or the quantity is unrealistic
- Delivery location and Incoterms are missing, so shipping cannot be calculated
- The buyer's company cannot be identified or verified
- It looks like a mass email sent to hundreds of suppliers
- There is no deadline, so there is no urgency
Suppliers do not answer the biggest RFQs first. They answer the clearest ones first.
The 10 Elements of a Strong RFQ
1. Who you are
Company name, country, industry, website, and contact person. A verified, identifiable buyer is taken seriously. An anonymous one is not.
2. Exact product specification
Material, grade, dimensions, tolerances, color, model, or technical standard. Attach drawings or photos when possible. If you know the HS code, include it. It removes ambiguity across languages.
3. Quantity
State the order quantity, and whether it is a one-time order or recurring volume. If you want pricing at different volumes, ask for tiered quotes (for example 1,000 / 5,000 / 10,000 units).
4. Incoterms
Specify the Incoterms rule you want quoted, such as EXW, FOB, CIF, or DAP, and the named place. Without this, suppliers quote on different bases and you cannot compare prices.
5. Delivery location and date
Destination port or address, and the date you need the goods. This affects production planning and freight cost.
6. Quality and certification requirements
List the certifications you require, such as ISO 9001, CE, or sector-specific standards, and any inspection requirements.
7. Packaging and labeling
Export packaging, palletizing, private label, language on labels, and marking requirements.
8. Payment terms
State your preferred terms (L/C, T/T with deposit, or others). Suppliers price differently depending on payment risk.
9. Samples
Say whether you need samples before the order, and whether you will pay for samples and courier costs.
10. Response deadline and format
Give a clear deadline and ask for quotes in a consistent format: unit price, currency, lead time, MOQ, validity period, and payment terms. This makes comparison easy.
Free RFQ Template
Copy this structure and fill it in:
REQUEST FOR QUOTATION
Buyer: [Company name, country, website]
Contact: [Name, title, email, phone]
RFQ reference: [RFQ-2026-001]
Response deadline: [Date]
1. Product: [Name + full specification]
HS code: [If known]
Attachments: [Drawings / photos / datasheet]
2. Quantity: [Units] — [One-time / monthly / annual]
Tiered pricing requested: [Yes / No — volumes]
3. Incoterms: [e.g. FOB Mersin / CIF Hamburg]
4. Delivery: [Destination] — required by [Date]
5. Certifications: [ISO 9001 / CE / other]
6. Packaging & labeling: [Requirements]
7. Payment terms: [L/C / T/T 30% deposit / other]
8. Samples: [Required / not required — who pays]
Please quote: unit price, currency, MOQ, lead time,
quote validity, and payment terms.Common RFQ Mistakes to Avoid
- Asking for "best price" without specs. There is no best price for an undefined product.
- Hiding your quantity. Suppliers price by volume. Hiding it gets you a defensive, high quote.
- Sending one generic email to hundreds of suppliers. Serious suppliers recognize it and deprioritize it.
- Forgetting the language gap. A supplier who does not understand your terms may skip the RFQ instead of asking.
- No follow-up. A short, polite reminder before the deadline often doubles responses.
For Suppliers: How to Win More RFQs
- Reply fast, even if only to confirm receipt and give a date for the full quote.
- Answer in the buyer's requested format so your quote is easy to compare.
- Clearly state MOQ, lead time, validity, and exactly what the price includes.
- Keep your company profile verified and complete. Buyers check who you are before they reply.
How RFQs Work on Hublinkly
Hublinkly is a B2B business social network where verified companies, not individuals, build profiles, get discovered, connect, send RFQs, message partners, and trade globally, powered by Ara, a cross-lingual AI engine that matches buyers and suppliers across languages.
On Hublinkly, RFQs are sent between verified companies, not anonymous inboxes:
- Find the right suppliers first. Search by text or voice in your own language. Ara returns suppliers even when they list in another language. Read more in our article on cross-lingual AI in B2B trade.
- Check who you are dealing with. Companies complete KYC verification. See our supplier verification guide for the full checklist.
- Send RFQs directly to shortlisted suppliers from their company profile.
- Continue the conversation through messaging and build a long-term partnership, not just a one-off quote.
Hublinkly is currently in beta. Join the waitlist to get early access as a buyer or supplier.
Frequently Asked Questions
What does RFQ stand for?
RFQ stands for Request for Quotation. It is a request a buyer sends to suppliers to get price quotes for clearly specified products or services.
What is the difference between an RFQ and an RFP?
An RFQ asks for prices on a clearly defined product. An RFP asks suppliers to propose solutions to a problem, with pricing as one part of the proposal.
What should an RFQ include?
Buyer details, full product specification, quantity, Incoterms, delivery location and date, certification requirements, packaging, payment terms, sample requirements, and a response deadline.
Why is Incoterms important in an RFQ?
Incoterms define who pays for shipping, insurance, and customs, and where responsibility transfers. Without them, suppliers quote on different bases and prices cannot be compared.
How many suppliers should I send an RFQ to?
A focused shortlist of verified, relevant suppliers usually gets better responses than a mass email. Quality of targeting matters more than volume.
Can I send RFQs on Hublinkly?
Yes. Verified companies on Hublinkly can send RFQs directly to suppliers and continue the conversation through messaging. Hublinkly is in beta, and companies can join the waitlist at hublinkly.com.
