How to write a request for quote (RFQ) that gets better prices

A request for quote is the cheapest negotiation tool you have. Suppliers price what they understand: a clear request gets a sharp, comparable price, while a vague one gets a cautious price with room for surprises. This guide shows what to put in a request for quote, gives you a template to copy, and explains how to compare the offers that come back.

Key takeaways

Be specific: size, material, colour, printing, quantity and unit.
Say where and when you need delivery; both change the price.
Send the same request to several suppliers so the offers can be compared.
Compare the full cost and the terms, not only the unit price.

Why a clear request gets a better price

When a supplier is unsure what you need, it prices the risk: the more expensive material, the longer lead time, the extra delivery. A precise request removes that guesswork. It also makes the offers comparable, because every supplier is pricing the same thing.

What every request for quote should include

Think of the request as the description you would give someone buying on your behalf. If they could buy the right item from it without calling you, it is complete.

The item: name, size, material, colour and any standard it must meet.
Printing or customisation: your logo, the number of colours and where it goes.
Quantity and unit: pieces, cartons, sets or metres, and whether you will reorder.
Delivery: the city or emirate, the address type (mall, office, kitchen) and the date you need it.
Samples: whether you need one before the order.
Anything else that matters: packing, labelling, installation or warranty.

A template you can copy

Use the structure below and replace the examples with your own details:

Item: double-wall hot paper cup, 12 oz, white, with matching sip lid.
Printing: our logo in one colour, front side; artwork will be sent as a vector file.
Quantity: an opening order of several cartons, with monthly reorders expected.
Delivery: to our café in Dubai Marina within two weeks of approving the proof.
Please include: price per unit and per carton, pieces per carton, VAT, delivery charges, production time and price validity.

Mistakes that raise prices

Most expensive quotes come from requests that leave the supplier guessing. Avoid these common mistakes:

Asking for "the best price" without a quantity; suppliers then quote their smallest tier.
Leaving out the delivery location, so the quote excludes delivery or includes the most distant one.
Asking for a very short delivery time you do not actually need.
Changing the specification after quotes arrive, which restarts the comparison.
Sending different details to different suppliers, which makes the offers impossible to compare.

How to compare the offers

Put the offers side by side and compare the full picture. The lowest unit price is a good start, but the right offer is the one with the best total cost and the terms you can rely on.

Total cost: unit price times quantity, plus delivery, printing set-up and VAT.
Minimum order: can you actually use that quantity before you need to reorder?
Delivery time: will it arrive before you need it?
Terms: price validity, warranty and what happens if goods arrive damaged.

Requesting quotes on DEPORI

On DEPORI you send a request for quote from the product page. Enter the quantity and unit and pick the delivery city, then tick up to four similar verified suppliers so they receive the same request. A comparison page shows all their quotes side by side, cheapest first.

When you accept a supplier's official quote, you pay it through the same protected checkout. Your payment is held until the order is delivered, and you receive an invoice for the order.

Common questions

What is an RFQ?

An RFQ, or request for quote, is a written request asking suppliers to price a specific item, quantity and delivery. It lets you compare offers on the same terms.

How many suppliers should I send an RFQ to?

Three to five is usually enough to see the market price without spending too long comparing. On DEPORI you can add up to four similar verified suppliers to one request.

Should I mention my budget in the RFQ?

It is usually better to describe exactly what you need and let suppliers price it. If budget is a hard limit, say so, and ask suppliers to suggest alternatives that fit it.

What is the difference between a quote and a price list?

A price list shows standard prices for standard quantities. A quote is priced for your exact item, quantity, printing and delivery, and is usually valid for a set period.