A useful request for quotation gives a prospective supplier enough information to assess the same commercial requirement that the buyer has in mind. This practical template helps organise a first commodity enquiry and identify the details that remain open.
1. Product and specification
Identify the product, grade, intended use and required specification. Note any packaging requirements and the documents that the buyer expects to review. Avoid assuming that a product name alone defines quality or suitability.
2. Quantity and delivery window
State the requested quantity, unit of measure, proposed shipment pattern and delivery window. Distinguish an initial requirement from a possible recurring programme. If quantities or dates are indicative, say so.
3. Origin, destination and delivery basis
Identify any required or acceptable origin, the destination and the proposed delivery term. Specify the named place and the applicable version when referring to standard trade terms, and have the appropriate specialist confirm the allocation of responsibilities for the transaction.
4. Inspection and supporting information
Set out what should be checked, when and by whom. List the supporting commercial, product and logistics information required for an initial comparison. Verification arrangements and the acceptability of documents should be agreed by the relevant parties.
5. Commercial terms and counterparty roles
Request the currency, price basis, quotation validity and proposed payment arrangements. Identify the buyer, seller and any intermediary’s role. Payment, banking and escrow arrangements require assessment with the relevant institutions or appointed providers; a quotation does not itself establish that these arrangements are available.
Copy this enquiry structure
Product / grade: specify the requirement.
Quantity / unit: state the initial scope.
Shipment pattern: single or proposed recurring deliveries.
Origin / destination: identify the locations.
Delivery basis: term, named place and applicable version.
Packaging / inspection: list the requirements.
Commercial terms: currency, validity and proposed payment basis.
Parties / next step: identify the roles and requested response.
Turn the enquiry into a comparable response
Ask each prospective counterparty to mark any deviation from the request. Keep the same comparison structure for all replies and record the date, source and outstanding questions. This creates a practical basis for deciding what needs clarification before the transaction progresses.
Thaddeus International Investment Consultant provides international trade and transaction coordination within the agreed mandate. Send a non-confidential enquiry or explore our services.
In italiano: una richiesta commodity completa
Indica prodotto e qualità, quantità, tempi, origine e destinazione, resa proposta, imballaggio, verifiche e condizioni commerciali richieste. Chiedi alla controparte di evidenziare gli scostamenti rispetto alla richiesta. Una scheda uniforme aiuta a confrontare le risposte e a individuare le informazioni ancora da chiarire.
Thaddeus Practical Guides – commercial enquiry preparation. Published 10 October 2026. Cover image: conceptual editorial illustration.