What Information Should an Importer Include in an RFQ?
Published by Assurex International Traders3 min read
The short answer
A useful commodity RFQ states the product and variety, a measurable specification, quantity and unit, packing, destination, preferred trade term, shipment window, testing and document requirements, and any private-label needs. The more precise the RFQ, the more accurate and comparable the quotations you receive.
Why the RFQ matters
A request for quotation (RFQ) is the first document in a trade. When it is vague, suppliers fill the gaps with their own assumptions, and quotations become impossible to compare. When it is precise, you get faster, more accurate offers — and fewer disputes later.
The RFQ checklist
1. Product and variety
Name the product and, where relevant, the variety or type: for example "Kerala Vadi Matta rice, parboiled" or "whole green cardamom".
2. Specification
List measurable parameters with limits:
- rice — broken percentage, moisture, grain length, foreign matter
- onions — size band, colour, defect tolerances
- spices — size or density, colour, moisture, foreign matter
Attach your specification sheet if you have one.
3. Quantity and unit
State the quantity and unit (tonnes, containers or bags) and whether the purchase is one-off or recurring.
4. Packing
Bag type, net weight, liner, markings, and whether you need private-label packs.
5. Destination and trade term
Destination port or country and the trade term you prefer — for example FOB, CFR or CIF. See FOB vs CIF.
6. Timing
Your required shipment window and how firm it is.
7. Testing and inspection
Any laboratory tests or third-party inspection your market or company requires, and the limits that apply.
8. Documents
The documents you need for import clearance — for example a phytosanitary certificate or certificate of origin. See export documentation.
9. Commercial preferences
Any preferences on payment terms or currency, recognising these are agreed in the contract.
RFQ template
| Item | Your detail |
|---|---|
| Product / variety | |
| Specification | |
| Quantity and unit | |
| Packing | |
| Destination | |
| Trade term | |
| Shipment window | |
| Testing / inspection | |
| Documents required |
Common mistakes
- Using grade names without measurable limits
- Omitting the destination, which affects documents and freight
- Leaving out testing requirements until after contracting
- Comparing quotations on different trade terms without adjusting for freight and insurance
Next steps
Our request a quote form follows this checklist and accepts a specification file.
Frequently Asked Questions
Do I need a specification sheet to send an RFQ?
It helps, but it is not essential. If you do not have one, describe the parameters that matter and a supplier can help you build a specification.
