Check that suppliers priced the same request
RFQ means request for quotation: a request for a supplier to price a defined product and quantity. Give each factory the same current specification and ask it to identify differences in its offer.
Compare materials, dimensions, finish, variants, packaging, and order quantity. Check whether the price is per piece, set, carton, or another unit. Record proposed alternatives separately so a specification change is not mistaken for a saving.
- Match the specification revision and the quantity for every variant.
- Check whether samples and production use the same proposed materials.
- Ask whether prices change at different order quantities.
- Mark missing information as unconfirmed rather than zero.
Separate unit price from other charges
MOQ means minimum order quantity: the smallest quantity a supplier will accept. Confirm whether the minimum applies to the full order or to each item, size, or color. A quoted price for a larger batch may not apply to your intended order.
- Packaging: confirm individual packs, cartons, labels, and customization.
- Samples: ask about sample charges, revisions, and sample delivery.
- Setup or tooling, if relevant: request the charge and what it covers.
- Order checks: identify any separately quoted inspection or testing work.
- Other charges: ask the supplier to list included amounts and exclusions.
Confirm currency, delivery basis, and validity
Record the quoted currency and the date until which the offer remains valid. If comparing currencies, use one stated exchange rate and date for your working comparison; the actual payment cost may differ.
If a quote uses Incoterms rules, record the rule, named place or port, and edition. Ask which handling and transport costs are included. These rules address delivery responsibilities, costs, and risks; the label alone does not answer every pricing question.
Keep a factory-quote subtotal separate from shipping and destination costs that remain unconfirmed. Obtain relevant estimates from your logistics provider before deciding. This checklist is not a landed-cost calculation.
Use the same comparison record for each factory
Create one entry per offer. Keep the original quote and any revised version so you can see which assumptions changed.
WORKING CHECKLIST
- Supplier and quotation date: [details]
- Specification revision and deviations: [details]
- Quantity, variant breakdown, and MOQ: [details]
- Price unit, unit price, and currency: [details]
- Separate charges and exclusions: [details]
- Delivery basis, named location, and validity: [details]
- Samples, production timing, and payment terms: [details]
- Questions still open and next action: [details]
Ask what starts the production schedule
Separate sample preparation, sample approval, production, and shipment. Ask whether production timing starts after an order confirmation, an agreed payment, final specifications, or sample approval. Confirm which buyer actions or material availability could affect the schedule.
Review payment stages and the conditions attached to them. For an unusually low quote, ask the supplier to confirm the specification, packaging, quantity basis, and exclusions in writing. Resolve differences before choosing the offer.
Decide with the unanswered questions in view
Vietnam Sourcing Desk can help clarify quotations, communicate questions, and discuss order terms within the agreed scope. You review the replies, choose the supplier, approve samples, and decide which terms to accept.