Use this RFQ template when requesting comparable quotations from Indian manufacturers. Send the same product brief, specification, quantity assumptions and commercial terms to each supplier. If one supplier quotes a different construction, material or packing method, record the deviation rather than comparing the prices as though the offers were identical.
Part A — Buyer and RFQ information
Buyer / company: ____________________ Contact: ____________________
RFQ number: ____________________ Issue date: ____________________
Quote due date: ____________________ Target shipment date: ____________________
Destination country / city: ____________________ Requested Incoterm and named place: ____________________
Part B — Product specification
Product name / buyer SKU: ____________________
Reference drawing / image / sample: ____________________
Materials and composition: ____________________________________________________
Construction / manufacturing process: __________________________________________
Dimensions and tolerances: ____________________________________________________
Weight / GSM / thickness (define measurement method): _____________________________
Colour / artwork / finish / shade standard: _________________________________________
Workmanship / functional requirements: ___________________________________________
Testing, inspection and acceptance criteria: _______________________________________
Label, barcode, care, warning and compliance information: __________________________
Packaging, carton dimensions, units per carton and shipping marks: ____________________
Part C — Quantity and assortment
| SKU / style | Size / colour | Quantity | Target repeat volume | Notes |
|---|---|---|---|---|
| ________ | ________ | ________ | ________ | ________ |
| ________ | ________ | ________ | ________ | ________ |
| ________ | ________ | ________ | ________ | ________ |
Part D — Supplier quotation response
Supplier legal name and factory address: _________________________________________
Quoted price and currency: ____________________ Trade term / named place: ____________________
MOQ per style: __________ MOQ per colour: __________ MOQ per size: __________
Sample charge / sample lead time: ______________________________________________
Tooling / setup / artwork charge: ________________________________________________
Production lead time and start point: ____________________________________________
Material sourcing lead time: ________________ Quote validity: ________________
Payment terms / deposit / balance milestone: _____________________________________
Part E — Price breakdown
| Cost component | Included? / amount | Currency | Assumption / exclusion |
|---|---|---|---|
| Product / conversion cost | ________ | ________ | ________ |
| Material / colour surcharge | ________ | ________ | ________ |
| Labels / retail packaging | ________ | ________ | ________ |
| Tooling / setup / development | ________ | ________ | ________ |
| Testing / inspection | ________ | ________ | ________ |
| Inland transport / export charges | ________ | ________ | ________ |
Part F — Supplier declarations and open points
- ☐ Quotation is based on the attached specification and reference sample.
- ☐ Any deviations or substitutions are listed separately.
- ☐ Actual production site and subcontracted operations are disclosed.
- ☐ Claimed certificates are identified by holder, site, scope, number and validity.
- ☐ Proposed testing and inspection are identified; no unsupported compliance guarantee is made.
- ☐ Sample and bulk lead times have clear start points and approval dependencies.
- ☐ Packaging and carton assumptions are stated.
Supplier comments / exceptions: __________________________________________________
Buyer clarification required: ____________________________________________________
How to compare RFQs
Compare only after you have reconciled materials, construction, size, weight, workmanship, packaging, quantity, inspection, trade term and delivery assumptions. Keep one column for each deviation and another for its commercial impact. A low unit price may exclude a material, testing, packaging or export service that another supplier included.
Related resource: RFQ Management and Cost Negotiation in India. For a wider pre-order review, use the India Sourcing Checklist.
For RFQ and supplier coordination in India, contact connect@vanguard-sourcing.com.
For more India sourcing guidance, visit the International Buyer Sourcing Resources hub or browse the International Sourcing Knowledge Centre. Practical buyer tools are available in the India Sourcing Buyer Toolkit.