The ten fields that make a quotation comparable
| RFQ field | What to specify | Why it matters |
|---|---|---|
| Product | Commodity, variety, brand if applicable, and intended use. | Similar product names can cover materially different grades. |
| Quality | Measurable tolerances, size, maturity, moisture or broken percentage. | An acceptance basis is clearer than “premium quality.” |
| Packaging | Net weight per unit, units per case, carton/bag type and pallet requirements. | Gross weight is not the same as saleable product. |
| Volume | Trial quantity and expected repeat schedule, separately. | A forecast is not a confirmed order. |
| Destination | Country, named port/airport or delivery address and importer. | Freight and destination requirements depend on the route. |
| Timing | Latest acceptable arrival and preferred loading window. | Production, inspection and transit must fit the same plan. |
| Delivery basis | Incoterm, named location and version agreed by both parties. | Each offer must include the same cost boundary. |
| Documents | Requested certificates, label requirements and inspection evidence. | Documentation must match the product and destination. |
| Payment | Proposed instrument, milestones and beneficiary checks. | Commercial feasibility depends on the full payment structure. |
| Acceptance | Sampling method, inspection point, tolerances and claims procedure. | Quality discussions need an agreed evidence standard. |
Add category-specific details
Fresh produce: define variety, size band or count, maturity at dispatch and arrival, carton ventilation, handling conditions and allowable defects. Do not apply a single storage temperature to every fruit and vegetable: suitability depends on the commodity and programme.
Rice, grains and pulses: specify the commercial type, moisture, broken percentage where relevant, admixture, origin preference, bag weight and sample basis. State which test or inspection evidence the buyer requires rather than assuming a generic certificate proves every parameter.
Packaged foods: provide unit size, units per case, barcode requirements, label language, minimum remaining shelf life at arrival and date-coding expectations. Brand availability and destination suitability must be confirmed.
Before comparing two offers
Normalise the unit of comparison: for example, price per net kilogram delivered to the same named point. List exclusions rather than treating a blank cell as zero. Record quote validity, currency, exchange-rate assumption and whether inspection, insurance and destination charges are included.
ICC’s Incoterms® rules allocate specified delivery responsibilities, costs and risks between buyer and seller. State the chosen rule and named place explicitly; the complete commercial contract must also address matters such as payment and acceptance. ICC: Incoterms® 2020.
Use the brief
The CSV opens in spreadsheet software. Complete one product specification per requirement, record unknowns as “to confirm”, and share the relevant details through our buyer enquiry form. Do not include bank credentials or identity documents in an initial RFQ.
For an indicative comparison using your own numbers, open the landed-cost planner. For document planning, see the UAE food import checklist.
Turn your specification into an enquiry
Share the product, quantity, destination and delivery window with the Dubai sourcing desk.
Submit a buyer requirement Browse buyer resources