What to include in a request for quotation for bulk food products

A request for quotation (RFQ) is the first real exchange between a buyer and a supplier. A vague RFQ — “please send your price list for olives” — produces vague answers, which are impossible to compare and often wrong once logistics are added. A precise RFQ produces offers you can act on.

This guide lists what a strong RFQ for bulk food products should contain, and ends with a template you can reuse.

1. Who you are and what you do

Suppliers prioritise requests they understand. Start with two or three lines:

• your company name and country;
• your business type: importer, distributor, wholesaler, food manufacturer, food service;
• the channel the product is for: retail shelves, deli counter, restaurant kitchens, industrial use.

The channel matters because it determines the right formats and the information the supplier needs to provide.

2. The product, described precisely

For each item, specify:

• the product (e.g. green table olives, pitted; black olive tapenade; extra virgin olive oil);
• key specifications you require — for olives, the type and preparation; for oil, the commercial grade; for condiments, the heat level;
• any constraints: allergens to avoid, preservatives, origin requirements.

If you are replacing an existing product, say so and describe it. Offering to send a sample of your current reference is even better.

3. Packaging and format

State the format you want, or the options you would like to compare:

• consumer packs: jars, bottles, pouches (with net weight or volume);
• food-service packs: tubs, 1–5 L bottles;
• bulk packs: 3, 4 or 8 kg buckets, or larger containers if relevant.

Also mention labelling requirements — language, private label, mandatory information for your market. See our article on packaging sizes and order quantities.

4. Volumes and frequency

Suppliers price differently for a one-off pallet and for a monthly container. Give:

• the quantity for the first order;
• the expected annual volume or order frequency;
• whether you can consolidate several products in one shipment.

If you do not know yet, give a realistic range. It is better than no figure at all.

5. Destination and delivery terms

Indicate the destination country and, if possible, the port or city. Then state the delivery terms you prefer, using the ICC Incoterms® rules (currently Incoterms® 2020) with a named place:

• if you have your own freight forwarder, you may prefer terms where you take over at origin;
• if you want a delivered cost, ask for terms where the seller arranges main carriage.

If you are unsure, ask the supplier to quote two options.

6. Documents you need

List the documents required for your market and your internal approval:

• commercial invoice and packing list;
• certificate of origin;
• health or sanitary certificates where required by the importing country;
• product specification sheets;
• recent laboratory analyses;
• quality system certificates, if your customers require them.

Asking up front avoids discovering a missing document when the goods are already at the port.

7. Timing

Give the date by which you need the offer, and the date by which you need the goods available. For seasonal products such as olive oil, timing affects both availability and price.

8. Samples

If you need samples before ordering, say so in the RFQ, with the delivery address and any courier account you can provide.

How suppliers read your RFQ

Suppliers receive many requests and usually prioritise those that look serious and answerable. A clear description of your company, a realistic volume, a named destination and a deadline signal that you are ready to buy. Requests that ask for everything at once, with no context, tend to receive generic price lists. Being specific is therefore not only about precision: it is also how you get faster, more careful answers from the suppliers you want to work with.

What a good offer should give you back

A professional answer to your RFQ should include, for each item: the product and format, unit price and price unit, currency, minimum quantity, palletisation, delivery terms and place, lead time, payment terms, validity, and the documents provided. Anything that is not yet confirmed should be clearly flagged.

Common RFQ mistakes

• Asking for a “price list”. Food prices depend on format, volume, destination and terms; a generic list rarely reflects your real cost.
• Omitting the destination. Without it, the supplier cannot quote delivery terms or anticipate document requirements.
• Mixing units. Ask for prices in one unit (per unit, per kg or per litre) so offers can be compared.
• Forgetting shelf life. Specify the minimum remaining shelf life you need at delivery.
• Sending the same vague request to many suppliers. You will receive many answers but few usable offers.

RFQ template

Company: [name, country, business type] Channel: [retail / food service / industry] Products:

1. [product] — [specification] — [format] — [quantity first order] — [annual volume]
2. … Labelling: [language, private label, mandatory mentions] Destination: [country, port/city] Preferred Incoterm®: [term + named place, or “please quote options”] Documents required: [list] Samples: [yes/no, address] Offer needed by: [date] — Goods needed by: [date]

Send your RFQ to MARY JAD

Our request for quotation form follows this structure: you can select several products from our catalogue, specify formats and quantities, and add your destination and requirements. You receive an acknowledgement with a reference number, then a written offer from our team.