How to Request a Quote from an Indian Exporter

The quality of your Request for Quotation (RFQ) determines the quality of the quotations you receive. A one-line RFQ produces vague, incomparable quotes. A well-structured RFQ produces accurate, comparable and useful quotations — and signals to the supplier that you are a serious buyer.

This article shows you how to structure an RFQ that produces useful quotations from Indian exporters.

The minimum information an RFQ must contain

A useful RFQ includes the following minimum information:

• Product name and clear specification.
• Quantity and unit.
• Destination port and preferred Incoterm.
• Packaging requirement.
• Required documents.
• Inspection and lab testing requirements.
• Required lead time.
• Target indicative price (optional).

Let us walk through each.

Product specification

"Send price for turmeric" is not a specification. A real specification includes:

• Variety (e.g., Erode, Nizamabad, Alleppey).
• Form (whole fingers, powder).
• Curcumin percentage (e.g., minimum 3%).
• Moisture (e.g., max 10%).
• Lead (e.g., max 2 ppm).
• Aflatoxin limits (e.g., B1 max 5 ppb).
• Packaging (e.g., 25kg double-layer PP woven with inner liner).

The same principle applies to every product. Specify variety, grade, dimensions, composition, finish, performance and any relevant parameter. Attach a reference sample photograph where possible.

Quantity and unit

State quantity with the correct unit. Common export units include:

• MT (metric tonne) for bulk agro, chemicals and minerals.
• Kg for smaller quantities.
• Carton, box, piece, pair, set, roll, bag for packaged goods.
• Container (20ft / 40ft) for full-container shipments.

Also state a quantity tolerance — for example, "quantity 24 MT, tolerance ±5%". This prevents disputes over slight over- or under-shipment.

Destination port and Incoterm

State the destination port and the Incoterm you want quoted:

• "FOB Nhava Sheva, India, Incoterms 2020."
• "CIF Jebel Ali, UAE, Incoterms 2020."
• "FCA Chennai, India, Incoterms 2020."

If you are unsure which Incoterm to choose, ask for both FOB and CIF so you can compare. Always include "Incoterms 2020" to avoid ambiguity.

Packaging requirement

State packaging explicitly:

• Bulk or retail-pack.
• Primary packaging type and size.
• Master carton specification.
• Palletisation requirement.
• Shipping marks.
• Labelling (composition, origin, language, barcodes).

Required documents

List the documents you need with the shipment:

• Commercial Invoice.
• Packing List.
• Certificate of Origin.
• Bill of Lading / Airway Bill.
• Inspection Certificate.
• Lab Report / COA.
• Phytosanitary Certificate (for plant-origin agro).
• FSSAI / Health Certificate (for food).
• Fumigation Certificate (for wood packaging).
• Material declaration (for leather / textile / chemical composition).

If you need an LC, mention it now so the supplier can confirm LC-friendly documentation.

Inspection and lab testing

State your inspection and testing requirements upfront:

• "Pre-shipment inspection by buyer-nominated agency before dispatch, AQL 2.5 major / 4.0 minor."
• "Lab testing by NABL-accredited lab for [parameters], certificate to be part of document set."

Suppliers quote differently when they know inspection and testing are mandatory.

Required lead time

State your target shipment window:

• "Shipment required by [date], or 4–5 weeks from PI and advance."

Be realistic — aggressive lead times either get refused or get quoted with a premium.

Target indicative price

You do not have to disclose your target price. If you do, frame it as "indicative" to anchor the quotation without committing to it. A better approach is to ask for the supplier's best price and to compare across 3–5 suppliers.

What to expect in a good quotation

A good quotation from an Indian exporter includes:

• Full product description matching your spec.
• Unit price and total value, with currency.
• Incoterm and named port.
• Validity period (typically 7–30 days).
• Payment terms.
• Lead time.
• MOQ.
• Packaging details.
• Document set offered.
• Inspection and testing confirmation.
• Quotation reference and date.

If a quotation is missing these elements, ask for them. Comparing incomplete quotations is a recipe for costly mistakes.

How many suppliers to RFQ

Issue the same RFQ to 3–5 shortlisted suppliers. Fewer than 3 gives you no comparison; more than 5 is usually wasted effort. Always verify suppliers before issuing an RFQ — a strong RFQ sent to an unverified supplier is still risky.

Avoid these RFQ mistakes

• One-line RFQs ("send price").
• Missing specification.
• Missing Incoterm.
• Missing destination port.
• Missing inspection requirement.
• Sending the same RFQ to 20 suppliers (you will get 20 vague quotes).
• Disclosing unrealistic target prices.
• Asking for "best price for CIF any port" (this is meaningless).

Template: a clean RFQ email

A clean RFQ email looks like:

> Subject: RFQ — 24 MT Turmeric Powder (Erode, Curcumin 3% Min) — FOB Nhava Sheva > > Dear [Supplier], > > We are sourcing 24 MT of turmeric powder to [destination country]. Please quote your best price on the following basis: > > - Product: Turmeric powder, Erode variety, curcumin min 3%, moisture max 10%, lead max 2 ppm, aflatoxin B1 max 5 ppb. > - Quantity: 24 MT, tolerance ±5%. > - Packaging: 25kg PP woven with inner PE liner, 1x20ft container. > - Incoterm: FOB Nhava Sheva, India, Incoterms 2020. > - Documents: CI, PL, COO, Phyto, COA from NABL-accredited lab, BL, Fumigation. > - Inspection: Pre-shipment by buyer-nominated agency, AQL 2.5/4.0. > - Lead time: 4–5 weeks from PI and advance. > - Payment: 30% advance, 70% against shipping documents. > > Please quote validity, MOQ, lead time and payment terms. Quote by [date].

This RFQ will produce comparable, accurate quotations.

How Blueroute Exim helps

Blueroute Exim helps buyers structure RFQs, send them to verified suppliers, evaluate quotations side by side, and place orders with confidence. If you have a product requirement and want help structuring the RFQ, send us your requirement through the Request-a-Quote page. References are available on request.