Buyer Guide
RFQ Best Practices
Get better supplier quotes with effective RFQ writing.
1. Why it matters
The quality of the quotes you get back is set by the quality of the RFQ you send out. A vague request yields padded, non-comparable prices; a precise, structured RFQ forces suppliers to quote the same thing, so you can compare on merit instead of guesswork.
A good RFQ makes every quote answer the same questions in the same units — comparability is the whole point.
2. What every RFQ must specify
- Exact specification: power, CCT, CRI, lumens, IP, beam angle, dimming, housing/finish.
- Certifications required for the destination market.
- Quantity for this order and a 12-month forecast (drives price).
- Incoterm (FOB/CIF/DAP/DDP) and destination port/city.
- Packaging, labelling, warranty and required lead time.
3. Structure it so quotes line up
Ask for a fixed response table so you are not comparing an email that quotes unit price against another that quotes CIF total. Specify the currency, the price basis (per unit at the stated Incoterm) and the validity period of the quote.
| Field to request | Why |
|---|---|
| Unit price @ Incoterm + currency | Removes hidden freight/margin gaps |
| MOQ and price breaks (e.g. 500/1k/5k) | Reveals the real volume curve |
| Lead time (production + transit) | Comparable delivery planning |
| Warranty term and coverage | True cost of ownership |
4. Common RFQ mistakes
- Sending "please quote your best price" with no spec — you will get a lowball on a lower-grade product.
- Omitting the destination, so nobody can quote duty/landed cost.
- Not stating quantity, so the price assumes the smallest run.
- Accepting quotes with different Incoterms and comparing the raw numbers.
5. Checklist
- Attach a spec sheet with every parameter filled
- Provide a response table with fixed columns and currency
- State quantity, forecast, Incoterm and destination
- Request price breaks at 2-3 quantity tiers
- Set a quote validity window (e.g. 30 days)
6. FAQ
How many suppliers should I send an RFQ to?
Three to five is the sweet spot: enough to reveal the market price and weed out outliers, few enough that you can actually evaluate each response and maintain the relationship.
Should I share my target price?
Sharing a realistic target can speed convergence and filter out suppliers who cannot meet it, but an unrealistically low target invites corner-cutting. Anchor on landed cost, not just unit price.