Vanguard Sourcing

Use this RFQ template when requesting comparable quotations from Indian manufacturers. Send the same product brief, specification, quantity assumptions and commercial terms to each supplier. If one supplier quotes a different construction, material or packing method, record the deviation rather than comparing the prices as though the offers were identical.

Part A — Buyer and RFQ information

Buyer / company: ____________________   Contact: ____________________

RFQ number: ____________________   Issue date: ____________________

Quote due date: ____________________   Target shipment date: ____________________

Destination country / city: ____________________   Requested Incoterm and named place: ____________________

Part B — Product specification

Product name / buyer SKU: ____________________

Reference drawing / image / sample: ____________________

Materials and composition: ____________________________________________________

Construction / manufacturing process: __________________________________________

Dimensions and tolerances: ____________________________________________________

Weight / GSM / thickness (define measurement method): _____________________________

Colour / artwork / finish / shade standard: _________________________________________

Workmanship / functional requirements: ___________________________________________

Testing, inspection and acceptance criteria: _______________________________________

Label, barcode, care, warning and compliance information: __________________________

Packaging, carton dimensions, units per carton and shipping marks: ____________________

Part C — Quantity and assortment

Part D — Supplier quotation response

Supplier legal name and factory address: _________________________________________

Quoted price and currency: ____________________   Trade term / named place: ____________________

MOQ per style: __________   MOQ per colour: __________   MOQ per size: __________

Sample charge / sample lead time: ______________________________________________

Tooling / setup / artwork charge: ________________________________________________

Production lead time and start point: ____________________________________________

Material sourcing lead time: ________________   Quote validity: ________________

Payment terms / deposit / balance milestone: _____________________________________

Part E — Price breakdown

Part F — Supplier declarations and open points

• ☐ Quotation is based on the attached specification and reference sample.
• ☐ Any deviations or substitutions are listed separately.
• ☐ Actual production site and subcontracted operations are disclosed.
• ☐ Claimed certificates are identified by holder, site, scope, number and validity.
• ☐ Proposed testing and inspection are identified; no unsupported compliance guarantee is made.
• ☐ Sample and bulk lead times have clear start points and approval dependencies.
• ☐ Packaging and carton assumptions are stated.

Supplier comments / exceptions: __________________________________________________

Buyer clarification required: ____________________________________________________

How to compare RFQs

Compare only after you have reconciled materials, construction, size, weight, workmanship, packaging, quantity, inspection, trade term and delivery assumptions. Keep one column for each deviation and another for its commercial impact. A low unit price may exclude a material, testing, packaging or export service that another supplier included.

Related resource: RFQ Management and Cost Negotiation in India. For a wider pre-order review, use the India Sourcing Checklist.

For RFQ and supplier coordination in India, contact connect@vanguard-sourcing.com.

For more India sourcing guidance, visit the International Buyer Sourcing Resources hub or browse the International Sourcing Knowledge Centre. Practical buyer tools are available in the India Sourcing Buyer Toolkit.