What Is RFQ? How to Request a Quotation from a Supplier

You’ve found a product you want to import from China. You message five suppliers on Alibaba. Three reply with prices that are wildly different — one is $2.50 per unit, another $8.00, and the third asks for your shipping address before giving a number. Which one do you trust? This is where an RFQ (Request for Quotation) turns chaos into clarity. In this article, you’ll learn exactly what an RFQ is, how to write one that gets you accurate, comparable quotes, and the common mistakes that cost importers thousands.

What Is an RFQ (Request for Quotation)?

An RFQ is a formal document you send to potential suppliers asking them to quote a specific product or service. Unlike a casual “How much is this?” message, a well-written RFQ gives suppliers all the information they need to calculate a precise price — including product specifications, quantities, packaging requirements, delivery terms, and target price. This eliminates guesswork and back-and-forth emails.

For importers in Africa and emerging markets, an RFQ is critical because suppliers often quote higher prices to buyers who seem inexperienced. A professional RFQ signals that you know what you’re doing, which can reduce your unit cost by 10–30% compared to a vague inquiry.

• RFQ = Request for Quotation — a detailed request for a price quote
• RFI = Request for Information — used early to learn about a supplier’s capabilities
• RFP = Request for Proposal — used for complex projects, not standard products
• For most product imports, RFQ is the right tool

Why You Need an RFQ (Not Just a ‘How Much?’ Message)

Sending a vague inquiry is the fastest way to get inflated or useless quotes. Suppliers receive hundreds of messages daily. If you write “I want to buy 500 pieces of your product, please quote,” they will assume you are a small buyer and quote a high price — often 2–3x the wholesale rate. Worse, they may ignore you entirely.

An RFQ forces you to think through your requirements. It also forces the supplier to give you a detailed breakdown: FOB price, MOQ, lead time, packaging cost, and payment terms. With this data, you can compare apples to apples and negotiate from a position of strength.

1. An RFQ gets you accurate, itemised pricing — not a ballpark figure
2. It saves time: suppliers reply with complete info, so you don’t chase details
3. It reveals serious suppliers: those who ignore your RFQ or give vague answers are not worth your time
4. It protects you: a written quote can be used later if the supplier tries to change terms

What to Include in Your RFQ (The 8 Essential Elements)

A good RFQ is specific enough that any competent supplier can quote you without asking a single question. Here are the eight things you must include:

1. Product Details

Include the product name, model number (if any), and key specifications. For example: “Portable Bluetooth speaker, model XY-100, IPX5 waterproof, 10W output, 2000mAh battery.” If you have a photo or drawing, attach it. Vague products get vague prices.

2. Quantity and Unit

State the exact quantity you want to order. For first-time orders, this is often the MOQ. For repeat buyers, it could be a full container load. Example: “1,000 units (500 black, 500 white).” Also specify the unit — pieces, sets, cartons, etc.

3. Packaging Requirements

Tell the supplier how you want the product packaged. Retail-ready packaging costs more than bulk packaging. Example: “Individual colour box with foam insert, 20 units per master carton, carton dimensions not to exceed 60x40x30 cm.”

4. Delivery Terms (Incoterms)

Specify the Incoterm you want the quote based on. For most first-time importers, FOB (Free on Board) is standard — the supplier covers costs until the goods are on the ship. Example: “Please quote FOB Shenzhen port.”

5. Target Price

Include your target price per unit. This is not mandatory, but it helps suppliers know if they are in the right ballpark. Example: “Target price: $4.50–$5.00 per unit FOB.” If your target is unrealistic, they will tell you.

6. Lead Time

Ask for the production lead time and shipping time. Example: “What is your production lead time for this quantity? How long does shipping to Mombasa port take?”

7. Payment Terms

Standard for first orders from China: 30% deposit, 70% balance before shipment, via T/T wire transfer. Some suppliers offer L/C (Letter of Credit) for larger amounts. Ask: “What payment terms do you offer for new customers?”

8. Samples and Certification

If you need samples before placing an order, state that. Also ask about product certifications (CE, RoHS, FCC, etc.) if required in your country. Example: “Can you provide samples? Cost and shipping to Lagos, Nigeria? Do you have CE certification?”

Put all this in a single document or email. A template saves time — create one you can reuse for every product.

How to Send an RFQ on Alibaba (Step by Step)

Alibaba is the most common platform for sourcing from China. Here is how to send an RFQ effectively:

1. Log in to Alibaba and go to the product page of the item you want
2. Click “Contact Supplier” or “Send Inquiry” — do not use the quick quote button
3. Paste your RFQ template into the message box. Do not write a short message — paste the full RFQ
4. Attach any product images, drawings, or specification sheets
5. Send the RFQ to 5–10 suppliers at the same time. This ensures you get competitive quotes
6. Wait 2–5 business days for replies. Follow up with suppliers who do not respond within 3 days

Pro tip: On Alibaba, use the “RFQ” feature under the “Sourcing” tab to broadcast your request to thousands of suppliers at once. This is faster for common products like electronics, clothing, or household items.

How to Evaluate Supplier Quotes (What to Look For)

You will get back 3–8 quotes. Do not pick the cheapest. Here is how to evaluate them:

1. Check completeness: Did they answer all your questions? If they skipped packaging or lead time, they are either lazy or hiding something
2. Compare unit prices: If one quote is 40% lower than the rest, it is likely a bait-and-switch — they will raise the price later or ship inferior goods
3. Look at MOQ: If your target quantity is 1,000 units and a supplier quotes for 5,000 units, they are not a good fit
4. Read the payment terms: Avoid suppliers who demand 100% payment upfront for first orders. Standard is 30% deposit, 70% before shipment
5. Check the company profile: On Alibaba, look for “Verified Supplier” badge, years in business (3+ is good), and transaction history. A supplier with 2 years and 0 transactions is risky
6. Request a sample: Never place a full order without seeing a sample. Budget $30–$100 per sample including shipping

Real numbers: A typical sample from China to Lagos costs $50–$80 via DHL or FedEx and arrives in 3–5 business days. Factor this into your budget.

Common Mistakes When Requesting a Quotation

Even experienced importers make these errors. Avoid them:

• Sending a vague inquiry: “How much for this?” gets you a high price or no reply. Always use a detailed RFQ template.
• Only contacting one supplier: You have no leverage. Always get at least 3 quotes to compare.
• Ignoring shipping costs: A cheap FOB price can become expensive when freight is added. Ask for a CIF quote (Cost, Insurance, Freight) to see the total landed cost.
• Not specifying currency: Always ask for USD. If the supplier quotes in CNY (Chinese Yuan), you risk exchange rate fluctuations.
• Forgetting to ask about certifications: If your customs requires CE or SONCAP, and the product does not have it, you will pay fines or lose the shipment. Ask upfront.
• Accepting the first quote: Suppliers expect negotiation. Counter with a price 10–20% lower than your target and see what they say.

Conclusion / Next Steps

An RFQ is your most powerful tool for getting accurate, competitive prices from Chinese suppliers. The three most important takeaways: (1) Always send a detailed RFQ, not a one-liner. (2) Get quotes from at least 5 suppliers to compare. (3) Never place an order without seeing a sample first.

Your next step: Create your RFQ template today. Write down the 8 elements above for one product you want to import. Then go to Alibaba, find 10 suppliers, and send your RFQ to all of them. You will have comparable quotes in a week.