Ask For The Same Information
Attach the same specification revision to each request. Ask the supplier to state departures from it, rather than quietly substituting another material, quantity or packing method.
You can copy the table below into a document, or download the blank CSV. It is a preparation tool, not a purchase order or an agreement to buy.
Copyable RFQ
Swipe or scroll across to see the full table.
| RFQ field | Entry or supplier response |
|---|---|
| RFQ reference / date | RFQ-___ / YYYY-MM-DD |
| Product / specification revision | Product name; drawing or specification reference |
| Quantity / unit | Requested quantity and unit; quote alternatives separately |
| Destination / target date | Country and named place; timing requirement |
| Unit price / currency | Currency, price per unit and quantity basis |
| Trade term / place / version | Proposed Incoterms rule, named place or port, edition |
| Separate charges | Tooling, samples, packing, freight and other one-off charges |
| Payment / quotation validity | Payment schedule and the date the offer expires |
| Lead time / starting event | Duration and what must happen before the clock starts |
| Documents / exceptions | Requested records, departures from the specification and unpriced items |
Keep Trade Terms And Payment Separate
A trade term describes important delivery responsibilities, costs and risks. Record the named place and edition as well as the abbreviation. Payment dates, the transfer of ownership and remedies for a problem need separate agreement.
Do not assume that a named destination is always the point where transport risk transfers. Check the proposed rule and actual arrangements before agreeing the order.
Review The Replies
Highlight unanswered fields before calculating totals. An unpriced freight item is unknown, not free. If currencies, quantities or specifications differ, request a comparable revision.
Editorial references
Written by Brieftory. Background reading informed the general principles; product specifications and commercial terms require their own review.
- Trade.gov: Know Your Incoterms
- ICC Academy: C and D rules