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An RFQ form checklist for exporters

Most RFQ checklists online are written for buyers. This one is for the exporter's side: what your website's RFQ form should ask, so the first message has enough in it to price, and you don't spend three emails asking for quantities.

Written by Sean Solano Paul, founder of AutonomicsAI LLP. Published .

The example is our exporter demo: Kestrel Precision Components, a supplier we made up, with sample product data. A test buyer in Rotterdam sends one RFQ for three products, with quantities, CIF Rotterdam and test certificates, and the supplier can quote without asking a single question first.

1. About the buyer

  • Name, company and work email. Required. A company name lets you check who they are before you spend time pricing.
  • Country. Required. It affects duty, documents and which Incoterms make sense.
  • Phone or WhatsApp. Optional. Many buyers prefer it, and some won't give it on a first enquiry.
  • Buyer type (manufacturer, distributor, trader, end user). Optional, but it changes how you price.

2. The lines: what, how many, to what spec

  • Several lines on one form. Buyers rarely want one item. Let them add lines rather than send three forms.
  • Product, picked from your list, with "other" and a description box. Picking from your catalogue codes saves you matching vague names.
  • Quantity with a unit (pieces, kg, metres, tonnes). A number without a unit is the most common reason for a follow-up email.
  • Grade, standard or material, defaulting to what your spec page lists. If they need something else, they say so here.
  • Size or dimensions where you make more than one.
  • Drawing or datasheet upload. Optional, but for made-to-print parts it's the only thing that matters.
  • Is this a one-off or repeat order? Annual volume changes the price more than the first order does.

Show your minimum order quantity next to each product on the form. Buyers below it can adjust before they send, rather than after you reply.

3. Terms and delivery

  • Incoterm, as a list of the ones you actually quote. Incoterms 2020, published by the International Chamber of Commerce, has 11 rules (EXW, FCA, CPT, CIP, DAP, DPU, DDP, FAS, FOB, CFR, CIF). Most small exporters quote three or four. Offer only those, plus "not sure", and add a one-line hint for each.
  • Destination port or city. Required for anything other than EXW or FCA, because you can't price freight without it.
  • Needed-by date. Tells you whether your lead time works before you price anything.
  • Preferred payment terms (advance, letter of credit, open account). Optional. Useful to know early, since a letter of credit adds bank charges you'll want to price in.
  • Packing or labelling needs, if your product has options.

4. Documents and inspection

  • A tick list of the documents you can supply: commercial invoice and packing list (always), certificate of origin, test or inspection certificates (for metal products, often an EN 10204 type 3.1 certificate), and anything specific to your product.
  • Third-party inspection before shipping, yes or no. It costs time and money, so you need to know before you quote.
  • List only documents you really can supply. A buyer who ticks something you can't provide is a wasted quote for both of you.

5. Details on the form itself

  • Keep required fields to what you can't quote without: contact, country, lines with quantities and units, and Incoterm with destination. Everything else optional.
  • Pre-fill the product when someone clicks "Request a quote" from a spec page.
  • Put your minimum order, typical lead time and the ports you ship from on the spec pages themselves. Buyers compare suppliers on these before they ever write to you.
  • No login or account to send an RFQ.
  • Make it work on a phone. Buyers read spec pages at trade fairs and on the move.

6. What should happen after they press send

  • The buyer sees a confirmation page listing every line they asked for, and gets the same list by email. If they made a mistake, they spot it now.
  • You get a structured copy (one line per product, with quantity, unit, Incoterm and destination) that's ready to price, not a paragraph to untangle.
  • Say when they'll hear back, and keep to it.

The short version

  • Several lines, each with product, quantity and unit.
  • Incoterm from your own list, with the destination.
  • Needed-by date.
  • Documents, from a list of ones you can actually supply.
  • MOQ and lead time on the spec page and next to each product.
  • A confirmation that repeats every line back to the buyer.

Related: our spec pages and RFQ form for exporters.