Better Procurement Starts With a Better Question

A request for quotation (RFQ) is more than a request for a price. It is the document that helps a buyer explain exactly what is needed and gives suppliers enough information to prepare comparable offers.

When an RFQ is vague, suppliers make different assumptions. One may quote a lower-grade product, another may exclude delivery, and a third may include installation or after-sales support. The prices look comparable, but the offers are not.

A well-prepared RFQ improves the quality of responses, reduces avoidable clarification, and helps a buyer compare value rather than simply choosing the lowest number.

1. Describe the requirement precisely

Start with the product or service name, intended use and the specification that matters. Avoid relying only on a brand name or a broad description such as “industrial pump”, “office furniture” or “building materials”.

Where relevant, include:

• Product type, model or reference.
• Dimensions, capacity, material or performance requirements.
• Required standard, certification or test evidence.
• Finish, colour, packaging and labelling.
• Drawings, photographs or technical schedules.
• Approved alternatives, if substitutions are acceptable.

Separate mandatory requirements from preferences. If a specific standard is essential, say so. If an equivalent product is acceptable, explain how equivalence will be assessed.

2. State quantity and units clearly

Specify the quantity, unit of measure and whether the requirement is a once-off order or a recurring supply arrangement. A quotation for 500 individual pieces is not comparable with one for 500 cartons unless the pack size is clear.

If the quantity may change, provide a realistic range and ask suppliers to quote the relevant price breaks. For example, request separate pricing for 100, 250 and 500 units rather than asking for a general bulk discount.

3. Make delivery requirements visible

A supplier needs to know where the goods must go and when they are required. State the delivery address or destination country, requested delivery date, delivery frequency and any site restrictions.

For cross-border purchases, identify the intended delivery term and named place. Do not leave the supplier to guess whether the quotation should include export handling, freight, insurance, customs clearance or final delivery. If you are unsure which Incoterm or delivery arrangement is appropriate, ask a qualified freight or trade professional before issuing the RFQ.

Include any practical requirements such as offloading, installation, commissioning, site induction, delivery booking or restricted receiving hours.

4. Ask for a complete quotation

Tell suppliers what their quotation must show. A useful response should normally identify:

• Unit price and total price.
• Currency and whether taxes are included or excluded.
• Minimum order quantity and any price breaks.
• Delivery cost and delivery term.
• Lead time and quotation validity.
• Payment terms and deposit requirements.
• Warranty, returns and after-sales support.
• Product origin and relevant compliance documents.
• Any exclusions, assumptions or optional charges.

Ask suppliers to identify anything they cannot meet. A clear exception is easier to assess than a hidden substitution.

5. Set a fair response process

Give suppliers a realistic closing date, a contact channel for questions and a date by which clarifications will be answered. If the RFQ is part of a formal procurement process, use the official tender or procurement instructions and keep to the required communication channel.

For a competitive process, share material clarifications consistently with all invited suppliers. Keep a record of changes to the specification so that every quotation is assessed against the same requirement.

6. Compare like with like

Do not compare only the headline price. First check whether each offer meets the mandatory specification. Then compare the complete cost and the supplier's ability to deliver.

A simple evaluation table can use these headings:

| Evaluation area | What to check | |---|---| | Compliance | Does the offer meet the required specification and documents? | | Total cost | Are taxes, freight, installation and other charges included? | | Delivery | Is the lead time realistic for the required destination? | | Quality evidence | Are samples, test reports or references available where needed? | | Supplier capability | Can the supplier fulfil the quantity and provide support? | | Commercial terms | Are payment, warranty and validity terms acceptable? |

For higher-value or higher-risk purchases, agree on the evaluation method before quotations arrive. Keep a written record of the reasons for the final decision.

7. Check the supplier before committing

A professional quotation is not proof that a supplier is genuine or capable. Verify the legal business name, registration details, authorised representative, business contact information and relevant licences or accreditation. Where appropriate, request references, samples, a video or physical inspection, and confirmation of the bank account through a trusted channel.

Be cautious if a supplier pressures you to pay immediately, changes bank details unexpectedly, refuses reasonable verification, offers a price far below the market without explanation, or will not put specifications and delivery terms in writing.

For cross-border purchases, also confirm who is responsible for customs documentation, freight, insurance and handling unexpected delays.

A practical RFQ template

Copy and adapt this structure before inviting suppliers to quote:

Buyer

• Company name:
• Contact person:
• Email and telephone:

Requirement

• Product or service:
• Specification / drawing / standard:
• Quantity and unit:
• Approved alternatives:
• Required certificates or documents:

Delivery

• Destination:
• Required delivery date:
• Delivery term / named place:
• Installation, offloading or site requirements:

Quotation response

• Unit and total price:
• Currency and tax treatment:
• Freight and other charges:
• Lead time:
• Minimum order quantity:
• Payment terms:
• Warranty and after-sales support:
• Quotation validity:
• Exceptions and exclusions:

Process

• Questions deadline:
• RFQ closing date and time:
• Submission method:
• Expected decision date:

Use the Made in Africa RFQ tools

Buyers can use the RFQ section to review sourcing requests and the new RFQ page to submit a requirement. The business directory and product marketplace can help with supplier discovery. A platform listing is a starting point only: buyers should independently check supplier credentials, product compliance and transaction terms before placing an order.

A good RFQ makes the buyer's need clear, gives suppliers a fair chance to respond and creates a stronger basis for a commercial decision. Better questions lead to better quotations.