Supplier Shortlists
Part of Supplier requests and quotations
Writing an RFQ that produces comparable offers
Build an RFQ with a common product version, response fields and a separate schedule for supplier alternatives.
Write an RFQ so every supplier prices the same product, quantity and delivery question, then states any different basis it proposes. Give suppliers a response sheet that separates their answer to your brief from alternatives. Comparable offers rest on visible assumptions, not identical wording.
Freeze the version being priced
Give the RFQ an identifier, issue date and response deadline. Attach one product specification version and list every variant as a separate line. State the quantity to price for each line; if useful, add a second clearly labelled quantity scenario. Distinguish estimated future volume from the quantity covered by this quotation.
Include the Australian destination, desired goods-ready date and any required packing or artwork version. Put unresolved technical questions in a separate list. State essential dimensions or materials explicitly; invite acceptable alternatives in a separate proposal.
Specify the response fields
Ask suppliers to return the same core fields for each line:
| RFQ field | Response needed |
|---|---|
| Product match | Proposed model and specification version; each deviation identified |
| Quantity | Minimum order, quoted quantity and any price break |
| Price | Unit price, currency, fixed fees, supplier-stated tax treatment and quote validity |
| Preparation | Sample, setup, tooling and artwork charges, if any |
| Timing | Production lead time, basis for the goods-ready date and relevant conditions |
| Delivery | Proposed rule and precise named place, or a description of domestic delivery |
| Evidence | Product documents available and the version they cover |
| Payment | Deposit, balance, due dates and conditions |
Allow a notes field. An honest ‘not included’ or ‘subject to confirmation’ is more useful than a blank cell that later becomes an argument about price.
For imported goods, a named Incoterms 2020 rule can clarify specified transport obligations, costs and risk if incorporated into the agreement. It does not set payment currency, product requirements or remedies. Ask those questions directly even when the supplier proposes a familiar three-letter term.
Require a separate alternatives schedule
Ask the supplier to price the requested version first. Put a different material, smaller order, alternate pack or faster route in a second schedule showing the effect on price, timing and evidence. If the supplier cannot price the requested version, ask which requirement prevents it.
For consumer goods intended for Australia, request evidence relevant to the quoted model and variants. Investigate a general compliance statement rather than treating it as approval. Mandatory standards, where applicable, may include packaging or labelling requirements; the RFQ cannot determine applicability by itself.
Check responses before comparing totals
On receipt, mark each required field answered, qualified or missing. Follow up on material gaps in writing. If you change the common brief, send the revision to all candidates and preserve both versions. Then compare offers on the same quantity, presentation and delivery boundary.
A complete RFQ response supports later product, cost and contract checks. It does not verify the supplier or approve a purchase.
