How to respond to an RFQ and win the order
A supplier's guide to quotes that get chosen: complete, clear, on time, and easy for a buyer to compare.
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In short
To win an RFQ, read the whole request first and ask questions early; quote every line in the format asked, with unit prices, delivery charges and lead times; flag anything you cannot supply instead of leaving it blank; state VAT, quote validity and payment terms clearly; submit before the deadline; and be ready for one round of negotiation. A complete, clear quote on time beats a cheaper one that is confusing or late.
Read the whole request
Before you price anything, read the RFQ to the end, including attachments and terms. Note:
- The deadline, with the time and time zone.
- Every line, with its unit and quantity.
- The delivery address, date and any installation.
- The quote format the buyer wants.
- How the buyer will choose, if it is stated.
- Terms you must accept, such as keeping their designs confidential.
Then decide honestly whether to bid. If you cannot meet the specification or the date, say so politely and early. Buyers remember suppliers who decline cleanly; they also remember the ones who go silent.
Ask questions early
If a line is unclear, ask in writing in the first days, not the night before the deadline. Good questions show expertise: “Do you need the cups double-walled for hot drinks?” is more useful than a guess. Expect the buyer to share the answer with every supplier; that is normal and fair.
Build the quote
- Match the request exactly: same lines, same order, same units. If they asked per piece, do not quote per carton.
- A unit price for every line, plus the line total.
- Delivery, installation and other charges shown separately, not hidden in unit prices.
- Lead time, per line if it differs.
- Lines you cannot supply, clearly marked as not available.
- Alternatives offered separately and labelled, never swapped in silently.
- VAT at 5% shown separately, with your TRN, if you are VAT registered.
- Validity: how long the price holds. Allow time for the buyer’s approvals.
- Payment terms and any deposit.
- Proof: spec sheets, photos, samples or certificates that show the product matches.
Price it properly
Know your full cost per line: the product, packaging, delivery to each location, payment terms and the time it takes to serve this customer. Price for a margin you can live with if you win, because a price you cannot hold will cost you the relationship later. Look at the whole order: you may be able to be sharp on the biggest line and fair on the rest.
Submit on time
Submit at least a few hours before the deadline. Systems fail, internal approvals take longer than planned, and many buyers do not accept late quotes. Check that the totals add up and that the quote reached the buyer.
Handle counter-offers
A counter-offer means you are in contention, so reply quickly. Know your floor before you negotiate, and do not go below it to win one order. If you can improve, say what changes: a lower price, faster delivery, longer credit, or a better price for a larger volume. If you cannot, explain why your price is fair; quality and reliability are real arguments.
After the decision
If you win, acknowledge the purchase order the same day, confirm the delivery date and check that the PO matches your quote. Then deliver exactly what was ordered.
If you lose, thank the buyer and ask for one line of feedback: price, lead time or something else. It is the cheapest market research you will ever get.
Quote checklist
| Check | Done when |
|---|---|
| Every line quoted | Same lines, units and order as the RFQ |
| Charges shown | Delivery and other charges listed separately |
| Gaps flagged | Lines you cannot supply marked as not available |
| VAT clear | 5% shown separately with your TRN, if registered |
| Terms stated | Validity, payment terms and lead time |
| Proof attached | Spec sheets, photos or certificates |
| Totals checked | Line totals and the grand total add up |
| On time | Submitted hours before the deadline |
Quoting on Korrway
When a Korrway buyer invites you, you can quote from the link in the invitation with nothing to install, or from your free Korrway for Suppliers account, where every buyer’s RFQs sit in one list with their deadlines. You quote line by line with delivery and installation costs, mark lines you cannot supply, and answer counter-offers in the same place. With an account you can also chat with the buyer and share photos and PDFs. Your response rate and delivery record build your tier, which buyers see when they browse the network.
Questions
What should a quotation include?
Your company details and TRN, the buyer's RFQ reference, every line with its description, quantity, unit and unit price, delivery and other charges, lead time, VAT shown separately, the total, payment terms, how long the quote is valid, and any assumptions or exclusions.
How quickly should I respond to an RFQ?
Acknowledge it the same day and submit well before the deadline. Quick, complete answers are part of what buyers judge you on, and on networks such as Korrway your response rate counts toward your tier.
Should I quote if I cannot supply every item?
Usually, yes. Quote the lines you can supply well and mark the rest as not available. Many buyers split awards by line, so a strong partial quote can still win.
Can I change my quote after submitting it?
Ask the buyer. Many processes allow a revised quote before the deadline. After the deadline, changes are normally accepted only when the buyer asks for them, for example in a counter-offer round.
Is it worth quoting when I know I am more expensive?
Often, yes. Buyers weigh lead time, quality and reliability as well as price, and quoting keeps you on their list. Make your strengths visible: faster delivery, better terms or a proven track record.
Korrway for Suppliers
A free supplier network: RFQs from every Korrway buyer in one place, a verified badge and a tier buyers trust.