RFQ template
RFQ template for copra
Fill the table, paste the message, and send it to any supplier. A supplier who cannot quote from these fields is missing something you should know about.
| Field | What to write | Placeholder |
|---|---|---|
| Company and contact | Legal name, your name, email or WhatsApp. | [company] · [name] · [contact] |
| Product | Copra type and any grade wording you rely on; ask the supplier to define it. | [type / grade wording] |
| Volume | Tonnes per shipment and the number of shipments you plan. | [x] metric tons × [n] shipments |
| Destination | Country and port of discharge. | [country] / [port] |
| Incoterm | FOB, CFR or CIF; leave open if you want both quoted. | [FOB / CFR / CIF] |
| Packing | Bulk or bagged, and any bag weight you need. | [pack type] |
| Documents | The documents you expect with each shipment and any permit you will arrange. | [document list] |
| Tests | Parameters you need reported, with the method and basis you accept. | [parameters + method + basis] |
| Sample | Whether you need a sample from a stated lot. | [yes / no / lot] |
Subject: RFQ copra from Indonesia, [company] Company: [company]. Contact: [name], [email or WhatsApp]. Product: [copra type and grade wording; please define it in your reply]. Volume: [x] metric tons per shipment, [n] shipments. Destination: [country], port of discharge [port]. Incoterm: [FOB / CFR / CIF]. Packing: [pack type]. Documents expected: [document list]. Permit: [arranged by us / please advise]. Tests needed: [parameters, method, reporting basis]. Sample: [yes / no / from lot ...]. Please state: port of loading, MOQ, weight basis and validity of the quotation.
The copy-ready message
Replace each bracket. Leave a bracket open if you want the supplier to propose a value.
Why the last line matters
Port of loading, MOQ, weight basis and validity are the four items most listings leave out. Asking for them in the first message saves a round of mail.