Start with a measurable specification
A useful RFQ should describe the required grade and intended use instead of asking only for a price per tonne. The supplier can then quote against the same specification you will use during inspection.
- Required purity, moisture, foreign-matter and seed-size limits
- Whole seed or processed form, plus any cleaning requirement
- Packaging format, unit weight, labelling and pallet preference
- Requested quantity, shipment frequency and target delivery window
Compare documents as well as price
Ask each shortlisted supplier which documents and test reports can be provided for the exact lot. Destination-country requirements should be confirmed with your importer, customs broker or competent authority before contracting.
- Commercial invoice, packing list and certificate of origin
- Lot-specific certificate of analysis where required
- Phytosanitary, fumigation or other documents when applicable
- Container, loading and inspection evidence agreed in the contract
Make the quote comparable
State the destination port and requested Incoterm in the RFQ. A quote should clearly separate product, packaging, inland transport, inspection and freight assumptions so competing offers can be evaluated on the same basis.