Quick Answer
When you send a request for quotation (RFQ) to a Taiwanese supplier, the more complete your information, the faster and more comparable the quotes. At minimum, include the item and specification, estimated quantity and order frequency, packaging, destination and preferred trade terms (such as FOB or CIF), required documents and certifications, target lead time, and whether you need samples. When comparing quotes, first check that trade terms, pricing unit, packaging, quote validity, minimum order quantity and payment terms match. Otherwise a quote that looks cheaper can cost more once it lands.
Why Complete RFQ Information Matters
RFQs are typically used when price can’t be read from a public price list, for example when quantities are large, specifications are custom, or lead times and terms need to be negotiated. Suppliers usually reply with prices and conditions for each requirement you list. When information is missing, the supplier has to assume conditions, back-and-forth takes longer, and quotes from different suppliers become hard to compare on the same basis.
10 Things to Include in Your RFQ
| Item | What to specify | Example |
|---|---|---|
| 1. Product and specification | Name, flavor, grade, spec sheet or reference product | Brown sugar tapioca pearls, with a reference spec sheet |
| 2. Quantity | First order and estimated monthly or annual volume | First order one 20ft container, then quarterly reorders |
| 3. Packaging | Unit pack, carton specification, custom packaging needs | 3kg vacuum bags, 6 bags per carton |
| 4. Destination and trade terms | Destination port or country and preferred trade terms | FOB Taiwan port, or CIF Los Angeles |
| 5. Shipping method | Full container, shared container or air; chilled or frozen needs | Ambient, shared container |
| 6. Documents and certifications | Documents required by the destination and certifications you require | Certificate of origin, halal certificate, test report |
| 7. Shelf life | Remaining shelf life required on arrival | At least 9 months remaining on arrival |
| 8. Labeling and language | Destination labeling rules, stickering or printing needs | English labels, allergen information |
| 9. Lead time | Target ship or arrival date | Arrive at port by mid-December |
| 10. Samples and payment | Whether you need samples and your preferred payment method | Samples first; T/T |
The examples only show how to phrase each item; they are not Tang Sugar’s actual specifications or terms. For trade terms, see FOB vs CIF vs CFR; for container options, see FCL vs LCL.
6 Conditions to Align When Comparing Quotes
Once you have several quotes, make sure these six conditions are on the same basis before comparing unit prices:
- Trade terms: the ICC’s Incoterms® rules are a set of eleven three-letter trade terms that define each party’s tasks, costs and risks in delivering goods. An FOB quote excludes ocean freight and insurance while a CIF quote includes them, so the two can’t be compared directly.
- Pricing unit: per kilogram, per bag or per carton.
- Packaging: the same item costs differently in different packaging.
- Quote validity: raw material prices and exchange rates change, so check how long the quote is valid.
- Minimum order quantity: a lower unit price may come with a higher minimum order.
- Payment terms: deposit, balance timing, and whether payment is by T/T or L/C.
Common RFQ Mistakes
- Only asking “how much?”: without specification, quantity and destination, a supplier can’t give a meaningful quote.
- Comparing unit price only: ignoring freight, duties, documents and testing can make the landed cost higher.
- Skipping samples: confirm taste, texture and packaging first; see Request Samples.
- Not checking destination rules: exporting food to the US, for example, involves FDA procedures; see Exporting Food to the US.
Requesting a Quote from Tang Sugar
Tang Sugar quotes case by case; minimum order quantity, deposit and payment terms are confirmed for each product and order, as explained on our Pricing & Quotation page. Different items, such as tapioca pearls, tea, syrups and packaging, can be quoted together and shipped in one consolidated shipment; see How to Consolidate Shipments from Multiple Suppliers. Once you have the information above ready, contact us.
FAQ
What is an RFQ?
An RFQ (request for quotation) is a buyer’s request to suppliers listing items, specifications, quantities and conditions, asking them to quote prices on that basis.
Do I need to give a quantity when asking a Taiwanese supplier for a quote?
It’s best to give the first order quantity and estimated volume. Quantity affects unit price, packaging and shipping method; without it, suppliers can usually only give an indicative price.
Why do two quotes differ so much?
Most often the conditions differ, for example one is FOB and the other CIF, or packaging, minimum order and payment terms differ. Align the conditions before comparing.
Should I request samples before asking for a quote?
You can do both at once: send your RFQ and request samples to confirm taste and specifications, then discuss the first order.
Further Reading
- Pricing & Quotation
- How Do Sourcing Agents Charge?
- How to Import Bubble Tea Ingredients from Taiwan
- Supplier Sourcing and Evaluation
Sources
- International Chamber of Commerce (ICC): Incoterms® rules
- Shopify: Request for Quotation (RFQ)
- Stripe: Request for quote: what it is and how it works
