RFQ to a Supplier
Ask it all at once, so three rounds in you still know what the price covers
You're the procurement lead. Write an RFQ email to [type of supplier]. We're buying [goods/service], quantity [qty], delivery needed by [date]. Requirements: 1) state the requirement as a list: specs, quantity, delivery location, acceptance criteria; 2) ask them to quote in one fixed format: unit price, tax, freight, payment terms, quote validity, MOQ; 3) pin down the three things that turn into price increases later: change-order fees, late-delivery penalties, warranty scope; 4) close by saying we're comparing several suppliers and the date we need their reply.
How to use
Fix the quote format up front — comparison gets easier, and there's one less opening for a later markup.
Good for
- First enquiry to a new supplier and you do not know their quoting conventions (tax, freight, minimum order) — you need it all in one pass.
- Two or three candidates are on the table and only a common quote format lets you compare, instead of every vendor doing the math differently.
Not for
- Repeat purchase under an existing framework agreement — use the agreed pricing and ordering process; re-quoting triggers a comparison you do not need.
- Specs are not set and you only want a market price — ask for ranges or samples first; a formal RFQ locks you into the spec.
Example
Input
We need 200 27-inch monitors delivered to the Shanghai office by Nov 20. One vendor already quoted CNY 1,280 including tax but excluding freight, minimum order 50.
What you get
Turn the need into a list: size and ports, quantity, delivery address, acceptance criteria. Require the same quote format from everyone — unit price, tax, freight, payment terms, quote validity, MOQ. Then ask the three things that get marked up later: change-order fees, late-delivery penalties, warranty coverage; close by saying you are comparing three vendors and need a reply by Nov 1.
Common mistakes
- Asking only 'how much' and comparing the headline number — tax, freight, and MOQ differ, so the cheapest quote flips at contract time.
- Putting your budget ceiling in the enquiry — vendors quote right up to it and you lose all room to negotiate.
Try tweaking it like this
- Add 'Quote tiered pricing for 100, 200, and 500 units', so you do not need another round when you trade volume for price.
- Add 'If Nov 20 is not possible, give the earliest date and a split-delivery plan', turning a delay from a surprise into an option.