For suppliers
A supplier's checklist for a useful RFQ response
Help buyers understand your offer with a response that makes scope, availability, alternatives and commercial assumptions easy to find.
A useful quotation reduces the amount of interpretation a buyer needs to do. It explains what you can supply, which requirements your offer addresses, and what still needs to be confirmed.
For a supplier using Qotiva, the enquiry is the starting point. Read the buyer's request and attachments before preparing a response. If important information is missing, ask a focused question in the related conversation rather than building an offer around an undisclosed assumption.
Confirm the scope you can cover
Match your response to the requested items. Identify the product, manufacturer or part reference where relevant, quantity basis and offered condition. If you are quoting only part of a multi-item enquiry, state the covered items and identify the rest as not offered or awaiting confirmation.
Describe the offer in language the buyer can connect to the request. An internal stock code may be useful to your team, but it should not be the only identifier if the buyer cannot use it to understand the product.
Make alternatives visible
When proposing an alternative, label it clearly and explain the differences you know about. Do not imply that it is an exact match if compatibility or technical approval has not been established. Provide the relevant product information so the buyer can follow their approval process.
If your offer depends on a buyer decision, state the dependency. Examples include approval of a drawing, confirmation of a connection size, or agreement on an acceptable condition. This helps prevent an unresolved question from disappearing inside a quoted price.
Explain availability and timing
Say what the availability information refers to and identify the lead-time basis. Make clear whether a timeline begins after an agreed order, payment, technical approval or another condition. If availability needs reconfirmation before commitment, include that qualification.
Avoid describing an estimate as a guaranteed delivery date. When timing is uncertain, give the buyer an accurate explanation of what you can confirm now and what must be checked next. Update the related conversation when you have a clearer answer.
State the commercial assumptions
Keep the currency and quantity unit visible. Include payment terms, quote validity, delivery or collection assumptions, and material exclusions relevant to the offer. If an element is not included, state that directly instead of expecting the buyer to infer it from the total.
Before sending, check that the attached quotation matches the message and uses a recognizable reference or revision. Conflicting numbers in a file and a chat message create avoidable follow-up work.
Keep revisions connected
When you revise an offer, identify the revised version and explain the meaningful changes. Keep the discussion tied to the original enquiry so the buyer can see the requirement, clarifications and current offer together.
Qotiva supports sourcing introductions and communication; it does not turn a quotation into a completed purchase transaction. Agree the final technical and commercial details with the buyer through your normal business process.
Explore Qotiva for vendors and review the current vendor plans for information about participating in the marketplace.