· Primes Numbers editorial team
Define the purpose and specification
Start with the product category and intended task, then list required characteristics and acceptable options. Distinguish mandatory requirements from useful extras. If you name a reference model, explain whether alternatives are welcome and the criteria they must meet rather than leaving “similar” open to interpretation.
Make quantities and units explicit
State a clear unit, such as individual item or carton, with the number of items per carton where relevant. Ask about minimum order quantity and supply-pack size. If you need prices for several quantities, give each one a separate line so suppliers can respond with a comparable table.
Specify the delivery requirement
Identify the intended delivery city and location, target date and whether partial deliveries are acceptable. Ask the supplier to distinguish current availability from estimated preparation time and to explain when that timing starts. Keep your requested deadline separate from a date the supplier has actually confirmed.
Request a breakdown of the offer
Ask for unit and total prices, currency, included transport or services, applicable charges, quotation validity and payment terms. The purpose is to expose differences in scope before comparing totals. A lower headline price is difficult to assess if a material component is excluded or left unclear.
Clarify samples and supporting information
Where a sample is relevant, define what it should demonstrate, its cost, timing and approval process. Request specifications, images of the offered variant and packaging details. Keep questions and responses with the RFQ so the team works from the same information during its review.
Build a decision-ready comparison
Use columns for confirmed specifications, quantity, timing, full quoted cost and unresolved questions. Assess each response against the written requirement before weighing differences between suppliers. Resolve open points in writing before approving an order and retain the final agreed version for reference.