A useful request for quotation (RFQ) explains what must be supplied and which details still need discussion. It helps a sourcing team distinguish a defined requirement from an enquiry that first needs technical clarification.
Copy this requirement brief
- Organisation and contact: business name, relevant identifier and a contact able to resolve the requirement.
- Material: full name and catalogue reference if known; attach the required identity specification rather than relying on an abbreviation.
- Quantity and format: amount, units, number of packs and preferred presentation. State whether alternatives may be proposed.
- Acceptance criteria: the agreed specification and any required review before an order.
- Documents: certificate, specification, safety information and analytical records requested; identify which are needed before commitment.
- Destination: delivery country and receiving organisation; do not assume a route has been approved.
- Timing: target date and whether it means quotation, dispatch or delivery.
- Commercial questions: quotation validity, minimum quantity, payment and shipment responsibilities to be confirmed.
Separate fixed requirements from preferences
Label each item “required”, “preferred” or “please advise”. For example, a destination can be fixed while pack configuration remains open. If substitutions are acceptable, specify that they require review before acceptance; a similar name should not silently replace a defined material.
Do not include patient details or a treatment request. This is a business procurement process. Keep confidential technical attachments limited to what is needed and use the contact route to confirm a suitable transfer method if necessary.
Review the reply against the same brief
Check that the reply uses the requested units, identifies exclusions and separates an estimate from a commitment. Record missing documents and unanswered questions alongside the quotation. A quoted lead time needs a defined start and end point to be useful.
Use the wholesale enquiry for a structured submission, custom requirements for a specification-led request, and the procurement glossary for common terms. An enquiry is not an order or a guarantee of availability.