Tips on Receiving a Quotation from Suppliers Faster
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- Author: SVI Content Team
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It’s a common frustration that you send a request for quotation (RFQ) and wait days, or even weeks, for a reply. You may write off unresponsive suppliers as a bad fit, but when it happens with suppliers you want to work with, it feels like a missed opportunity.
Most delays happen because the RFQ wasn’t clear or detailed enough. When suppliers get vague requests, they don’t know what to quote. They may not have time to chase unclear requests, and buyers end up stuck in endless back-and-forth.
To get a fast and accurate supplier quote, it’s about asking the right way. When you’re clear, specific, and organized, things move faster. Therefore, in this post, we will share tips with you for writing an RFQ that gets noticed and answered fast with accurate pricing and details.
Tip 1: Be a Well-Prepared Buyer
As a supplier, we’d love to receive specific information about your products. Think of your quotation request like a first introduction — how would you present your product idea if you were pitching it to a business partner? The more clearly you explain your needs, the easier it is for us to provide an accurate supplier quotation quickly.
What Should Be Included:
Before reaching out to suppliers, prepare the following details on the first try.
1. Share Products You Would Like to Source
The products you want to buy from should always be at the top. It is the first step that suppliers can take to know whether they can get the items for you.
Some factories specialize in a niche product range, while others cover more categories. The more clearly you define the product, the easier it is for manufacturers to know if we’re a fit, which saves you time by filtering out those who can’t support your needs.
2. Include Specifications about Products
Things get produced into real objects is not based on your imagination. Manufacturers need to know how you define the product to evaluate the cost and give their suggestions based on the reality. Providing details like sizes, materials, colors, printing needs, etc., really helps to avoid any confusion and get an accurate quotation from suppliers.
3. Specify Exact Volumes on Products
Let suppliers know your expected volume. Order quantity affects pricing, lead time and partnership. Providing your exact monthly and annual order volume helps them calculate manufacturing costs and offer better pricing.
While at the meantime, it helps you filter factories that don’t meet your volume. Many manufacturers have a minimum order quantity (MOQ), and knowing your numbers can see if we’re a match. Some suppliers are open to negotiation if there’s potential for long-term orders.
4. Outline the Requirements on Packaging, Tags or Labels, If Needed
If you have needs for customization on your product packaging, tags or labels, share these so suppliers can include them in their quote. Quotations from suppliers usually will not contain the cost of these, so it is better to mention the need in advance, instead of surprising you later with add-on costs.
5. State Your Approved Deadlines
If you are in a hurry, state when you need the price sheet back. This encourages suppliers to respond to your request, e.g., “Quotes approved within 48 hours” to signal urgency.
6. Mention Any Requirements on Quality Control or Regulations
If your product needs to meet specific standards or maintain high quality, say so clearly. Your requirements on factory audit and product testing are highly valued.
Knowing your need for quality ensures that quotes from suppliers are based on compliant material and processes. You can ask for certain factory certifications, request quality inspection, or request reports about factory audits and product testing.
Tip 2: Clear up Your Info and Make It Organized
After knowing your own requirements for products, sort out the information to make it organized and easy to understand. When you present the sourcing needs visually and logically, the process is more smoothly on both ends.
1. Add Photos, Videos, or Samples for Reference
A picture really is worth a thousand words, especially when explaining your product idea to someone who hasn’t seen it before. When sending your RFQ, if possible, include product photos or even short video clips that showcase how the product works or should look. This kind of visual reference can generate a more precise supplier quotation based on real examples.
2. Provide Product Drawing and Sort the Info into One Tech Pack
Along with photos, design drawings are essential for custom-made or private-label products. A clear drawing should show product dimensions, key features, and multiple angles (front, back, side views). Once you’ve gathered all the technical details, compile them into a single file.
3. Add Product Names or Codes to Avoid Confusion
If you’re sourcing more than one item, give each product a unique name or code. When product names and files are labeled clearly, it avoids mix-ups in the quotes from suppliers, and also helps us organize price breakdowns more efficiently.
4. Prioritize Requirements to Focus on Critical Elements
Buyers often care about certain product details more than others. Like color consistency or perhaps packaging design, make them visible and clear in your documents. By stressing what matters most, we can know what you value and tailor your supplier quotation to fulfil your needs.
Tip 3: Share the Big Picture to Get Priority
From the supplier’s point of view, the goal isn’t just to give a price, it’s to build relationships with long-term partners. If you can show that your project has real potential, suppliers will see the value in offering you a quick quote and giving your request more attention.
1. Mention Your Plan for This Project
Suppliers tailor their product quotes based on the size and nature of your order. Let them know whether this is a test order, a one-time bulk order, or the start of ongoing collaboration. Suppliers can give pricing that aligns with your volume and forecast. This can prevent mismatched expectations and encourage suppliers to offer their best price.
2. Share Your Company Credentials
Suppliers are more likely to respond quickly when they know the buyer is legitimate and credible. Briefly share your company’s mission, values, and partnerships to show you’re a serious buyer worth prioritizing in their pipeline.
3. Highlight Your Growth Potential
Suppliers are often busy dealing with dozens of inquiries. To stand out, think about what they prefer. By delivering the potential of your business (large volume or stable partnership), suppliers see your request as a long-term opportunity, which makes them more likely to provide a quick quote.
4. Let Suppliers Know Your Delivery Time or Project Deadline
If you’re working on a product launch timeline, don’t keep it to yourself. Suppliers work in order, but if they see your deadline and are able to assess your volume and timeline, you can receive supplier quotations faster, otherwise, they may put your RFQ aside while focusing on other leads.
Tip 4: Vet Your Suppliers Before Moving Forward
Before asking for a product quotation, remember to verify suppliers you’re contacting do meet your needs and cover your product categories.
1. Check Suppliers’ Reviews, Certifications, or Past Projects
A reliable manufacturer can directly affect the product quality you source. Take a quick audit of the potential partners can narrow your selection. Look into customer reviews, check their certification about production, and ask for their past experience with your product categories. A manufacturer that has worked on similar projects is more likely to understand your expectations.
This simple background check filters out unsuitable manufacturers and ensures your time is spent only on those with the capability and credibility.
2. Schedule a Quick Pre-Quote Call to Clarify Requirements Upfront
A quick video call or phone chat before requesting a formal product quotation is way more helpful than you expected. Use the time to introduce your business, clarify your priorities, and double-check that the supplier fully understands your specs. This step reduces the back-and-forth typically needed for revisions and lets both sides start the quoting process with confidence and clarity.
3. Ask about MOQ, Lead Times, and Capacity
Pin supplier down about three essentials: minimum order quantity (MOQ), production lead time, and their output capacity.
If you’re placing an order with a low MOQ, confirm they’re open to it. If your project is time-sensitive, make sure they can deliver on your schedule. And if you plan to scale, confirm their factory can handle your projected volume. This ensures the accurate quote they give aligns with their actual ability to deliver.
Wrapping Up
Most people take the easy route by simply asking for quotes from suppliers, leaving a quick message with product names, quantity, and contact info. While this toilless approach lets you reach more suppliers, it often results in vague or mismatched quotation sheets. To improve the quality of supplier quotes, take a few extra steps to refine your request. The clearer and more detailed your inquiry, the more relevant and accurate the quotation from suppliers will be.
Getting a precise quote from suppliers starts with how you prepare and communicate. When you organize your requirements and highlight your potential as a buyer, you make it easier for suppliers to prioritize your request.
SVI Global can help you get quotes from suppliers if you need support in sourcing goods for your business. We can act as your in-region sourcing office across Asia and manage everything from product development, supplier sourcing, to order management, quality control and shipping. We’re here to assist you in getting the accurate quote and certified items you need.
