An RFQ is useful when every supplier receives the same controlled request. Separate buyer requirements from facts the supplier still needs to confirm, and keep every answer tied to a product reference.
01 · RFQ PREPARATION
Identify each product
Use one row per product reference. Include the product name, SKU or URL, requested color, requested size range and the version of any attached specification.
02 · RFQ PREPARATION
Build the quantity matrix
List quantities by style, color and size instead of sending only one total. Mark undecided allocations as buyer estimates rather than confirmed orders.
03 · RFQ PREPARATION
Request comparable commercial answers
Ask each supplier to state currency, quotation basis, MOQ, sample terms, included packing, excluded charges, validity and timing assumptions in separate fields.
04 · RFQ PREPARATION
Define destination and approvals
Provide the exact destination and requested delivery window. List who approves measurements, appearance, artwork, labels, packaging and any required documents.
05 · RFQ PREPARATION
Control revisions
Put a date or version on the RFQ and attachments. When a requirement changes, issue a revised brief so the latest quotation can be traced to the latest specification.
WORKING CHECKLIST
Fields to keep together
- Product reference and specification version
- Quantity by style, color and size
- Requested sample and approval stage
- Label, packaging and carton brief
- Exact destination and requested window
- Currency and quotation basis
- Included and excluded costs
- Named buyer approval contact
PRACTICAL EXAMPLE
Turn an open request into a controlled brief.
| Version | Example |
|---|---|
| Too open | Quote 1,000 hoodies delivered soon. |
| Comparable brief | Quote the listed hoodie reference against RFQ v1.2: 1,000 units allocated by color and size in the attached matrix; sample purpose, destination, requested window, labels and packing stated; confirm MOQ, currency, quotation basis, inclusions, exclusions and timing assumptions. |
COPYABLE RFQ RECORD
Fields to send
Product reference code or URL: Specification or tech-pack version: Product type and intended fit: Verified material or requested fabric details: Colors and quantity by size: Artwork and decoration requirements: Sample purpose and approval stage: Labels, packaging and carton requirements: Destination and requested delivery window: Documents or evidence to review: Please confirm availability, exact specification, MOQ, sample terms, currency, quotation basis, included packaging, timing, delivery terms and all exclusions.
RELATED RESOURCES
Continue the buying brief.
FINAL CHECK
Keep assumptions out of the purchase record.
Only use product, performance, authorization and commercial claims that can be supported for the exact reference. Record the approved sample, written specification and quotation before placing an order.
Use the sample request, review the destination preparation guides, or contact OUTERFRAME with a complete RFQ.