Every RFQ should identify the exact model and supplier item, quantity per model, price basis, MOQ, lead time, packing hierarchy, carton dimensions, net and gross weight, destination and delivery term. Mark estimated packing values clearly until final packing is confirmed.
1. Lock the line-item identity
Do not compare prices under a broad family name. One shared model route can have different supplier items, materials, wire lengths, packaging or document coverage. Keep each supplier-specific offer as a separate line while retaining a shared family reference for comparison.
| RFQ field | What a usable answer contains | Risk if missing |
|---|---|---|
| Model | Model route plus supplier item or ordering code | Different specifications compared as one product |
| Configuration | Width, pins, positions, wire length, material or other variant | Price applies to a different version |
| Quantity | Required pieces per model and requested price tiers | Supplier quotes a convenient but irrelevant quantity |
| Price basis | Currency, tax basis and Incoterm | Unit prices cannot be compared |
| Validity | Quotation validity and conditions | Offer changes before order approval |
2. Request quantity tiers that match your order plan
Ask for the normal purchasing quantity and at least one relevant volume tier. A tier should apply to a single confirmed model unless the supplier explicitly allows family aggregation. Keep MOQ, carton quantity and price-break quantity as separate fields.
- Unit price at the planned order quantity
- Relevant tier price, such as 10,000 pieces per exact model when applicable
- MOQ per model and any mixed-model rule
- Sample price and whether it differs from production pricing
- Tooling, special specification, label or special packing charges
3. Record the complete packing hierarchy
“One carton” is not a specification. Record how pieces move through every packing level so the total quantity can be reconciled.
Also record label content, moisture or protection packing when required, and whether multiple models can share a carton.
4. Keep net and gross weight separate
Net weight represents the product content. Gross weight includes the applicable packaging at the stated packing quantity. Do not copy one carton’s weight to another model or quantity without a clear basis.
Product net weight
Useful for model data and estimating the product content of an order.
Carton net weight
Total product weight inside the carton, excluding outer packaging.
Carton gross weight
Shipment weight of the packed carton used for freight planning.
Estimated weight
Permitted for planning only when visibly identified and later replaced by confirmed data.
5. Calculate carton count and shipment volume
When dimensions are in centimetres and carton quantity is confirmed, these basic calculations support early freight planning:
ceil(total pieces ÷ pieces per carton)carton count × gross kg per cartonL × W × H ÷ 1,000,000 × carton countDimensional-weight rules differ by carrier and transport mode. Use the forwarder or carrier’s current rule instead of storing one universal factor as product data.
6. Ask what the lead time starts from
A useful lead time states the start condition: order confirmation, deposit, final drawing, sample approval or material arrival. Separate production lead time from international transit and customs time.
7. Put document requirements on the RFQ
If a certificate, drawing, packing declaration or market document is required, add it before price approval. The supplier must confirm the exact model and scope rather than attaching a broad-family document after the order.
Copy-ready RFQ checklist
Four common comparison errors
The quote looks attractive but omits material, wire length or exact configuration.
The commercial minimum and physical packing level are different concepts.
Packaging is missing from the shipment estimate.
Keep offers separate until specification, source and availability are compared.
- VEXIRA works as a connector supply-chain partner, helping buyers control selection, samples, documents, packing and logistics.
- Model-level RFQ data keeps cost-effective project pricing, packing and document scope comparable.
- Selected in-stock models can be prepared for shipment in as fast as 5 working days after order confirmation.
- DDP, forwarder and freight-route options can be discussed for the United States, Europe and selected Middle East markets, with timing confirmed by destination and customs conditions.
Need a cleaner connector quotation?
Send the model list, target quantity, destination market and packing requirement. VEXIRA can help review exact-model pricing, carton data, sample route and cost-effective logistics options.
Request a model-level quotation
Send the model, quantity and destination. Add carton and document fields when you need a freight-ready comparison.