Why Most RFQs Fail
A poorly written RFQ signals to suppliers that you're inexperienced, unsure of what you want, or unlikely to place a real order. Suppliers prioritise buyers who clearly know what they need.
What to Include in Every RFQ
### 1. Product Specification
Be as specific as possible:
### 2. Quantity
State your immediate order quantity AND your projected 12-month volume. Suppliers quote better for buyers with larger potential.
### 3. Target Price (Optional but Powerful)
If you have a budget, include it. "Our target landed price is £X per unit CIF Southampton." This filters out suppliers who can't compete and shows you've done your research.
### 4. Delivery Terms
Specify Incoterms (FOB, CIF, DDP) and your required delivery date. "Required in Southampton by 15 September 2025, FOB Mumbai."
### 5. Your Company Background
Two sentences on what you do and who your customers are. Suppliers want to know they're dealing with a legitimate business.
### 6. Response Deadline
Give a clear deadline — "Please respond by [date]." Most sourcing decisions are time-sensitive.
RFQ Template
> Subject: RFQ — [Product Name] — [Your Company Name]
>
> Dear [Supplier Name],
>
> We are [Your Company], a [type of business] based in [country]. We are currently sourcing [product] for [end use/customer base].
>
> Product: [Detailed specification]
> Quantity: [Immediate] units (annual volume: [projected])
> Target price: [£X per unit] [Incoterms, destination port]
> Required delivery: [Date]
> Quality standards: [Any certifications required]
>
> Please confirm if you can supply this product and provide your best price, lead time, and payment terms by [response deadline].
>
> We look forward to hearing from you.
Comparing Quotes Correctly
Never compare price alone. Build a simple spreadsheet:
| Supplier | Unit Price | Shipping | Duties (estimate) | Lead Time | Certifications | Total Landed Cost |
|---|---|---|---|---|---|---|
Always convert to landed cost — the total cost to get goods to your warehouse. A cheaper FOB price from a distant supplier can end up more expensive than a higher CIF price when shipping is factored in.