“Please send your best price for engine oil” is an enquiry, but it is not yet a quotation-ready request. The supplier still needs to guess the product level, pack, quantity, brand route and commercial basis. Every guess makes the first offer less useful.
1. State the application and product type
Begin with what the lubricant must do: passenger-car engine oil, heavy-duty diesel oil, hydraulic oil, industrial gear oil, ATF, grease or another defined application. If the requirement covers several products, list each SKU separately.
2. Define viscosity and performance requirements
Provide the relevant viscosity grade and the required API, ACEA, OEM or industrial performance level. If formal approval is mandatory, say so explicitly and request supporting evidence. If a stated performance claim is acceptable, that should also be clear.
3. Describe the complete packaging request
State the pack size, material preference, units per carton and whether the product will use the supplier’s brand or your private label. For pails, drums, IBC or bulk supply, describe the exact route required. If you are flexible, identify which alternatives may be quoted.
4. Give quantity by SKU
A total container estimate is helpful, but the supplier also needs expected quantity by product and pack. This determines MOQ feasibility, production planning and the economics of each label or packaging component.
For a new range, include the first-order estimate and a realistic annual forecast. Keep those numbers separate so the supplier does not price a launch order as if the full forecast were guaranteed.
5. Name the destination and timing
Provide the destination country and intended port or delivery point, plus the target shipment window. Destination information can affect documentation, labeling review, logistics planning and the commercial route.
6. List the documents you require
Typical requests may include TDS, SDS, batch COA when agreed, commercial invoice, packing list and certificate of origin. Market-specific or customer-specific documents should be listed separately. Ask the supplier to identify which documents are available before order and which are issued only after production.
7. Set the commercial basis
Request the currency, exact named Incoterm and rule version, payment terms, lead time, quotation validity and clearly stated exclusions. If you want more than one logistics option, ask for separate alternatives rather than allowing the basis to remain ambiguous.
Quotation-ready RFQ checklist
- Product and application
- Viscosity and specification
- Approval requirement
- Pack size and material
- Quantity by SKU
- Private label or supplier brand
- Destination and timing
- Required documents
- Named Incoterm request
- Payment expectation
A compact RFQ structure
| Field | Example of useful detail |
|---|---|
| Product | Heavy-duty diesel engine oil, SAE 15W-40 |
| Performance | Required API / ACEA level; state whether formal approval is mandatory |
| Packaging | 20 L pail, private label, requested units per pallet |
| Quantity | First order and annual estimate, separated by SKU |
| Destination | Country, intended port or exact delivery point |
| Offer basis | Currency, named Incoterm, payment, lead time and validity |
Make supplier answers comparable
Send the same core brief to every eligible supplier and capture their answers in the same structure. Clarifications will still be necessary, but the first round will be faster, more transparent and far easier to evaluate.