How to Write an Effective RFQ: A Guide for Sourcing Agricultural Products from Indonesia

In the world of international trade, clear communication is the foundation of a successful partnership. For a B2B buyer looking to source high-quality agricultural products, the first formal step in this communication is often the Request for Quotation (RFQ). A well-structured RFQ is more than just a price inquiry; it is a professional document that signals your seriousness as a buyer and ensures you receive a fast, accurate, and comprehensive response from your potential supplier.

However, an incomplete or vague RFQ can lead to delays, misunderstandings, and inaccurate pricing. To help facilitate a smooth sourcing process, we at PT Sinar Sunda Nusantara have prepared this practical guide on how to write an effective RFQ for agricultural commodities.

What is an RFQ and Why is it Important?

A Request for Quotation is a formal business document used in the procurement process. Its purpose is to invite suppliers to submit a price quote for specific products or services. For the supplier, a detailed RFQ provides all the necessary information to calculate an accurate price, including logistics and documentation costs. For you, the buyer, it ensures that the quotes you receive are comparable and based on the same set of requirements.

The Essential Components of a Strong RFQ

To ensure we can provide you with the best possible quotation, your RFQ should ideally include the following key information. Think of it as a checklist for success.

1. Clear Product Identification

Be as specific as possible about the product you need. Simply asking for "cinnamon" is too broad.

• Product Name: Include the common name and, if known, the variety (e.g., "Fresh Cavendish Bananas," "Cassia Vera Sticks," "Muntok White Pepper").
• Grade or Quality Specification: This is crucial. Specify the grade you require (e.g., "Grade A," "Premium Export Quality"). If you have a technical specification sheet, even better—attach it!
• HS Code: If you know the Harmonized System code for the product, including it shows a high level of professionalism.

2. Detailed Quantity Requirements

Your required volume is a primary factor in pricing. Be clear about your needs.

• Order Quantity: State the quantity clearly in standard units, preferably **Metric Tons (MT)**. Example: "Initial order of 18 MT (1x20ft FCL)."
• Annual Demand (Optional but helpful): If you anticipate regular orders, mentioning your estimated annual demand (e.g., "Estimated annual demand of 100 MT") helps us understand the long-term potential and offer more competitive pricing.

3. Specific Packaging Requirements

Let us know how you need the product packed, as this affects cost and logistics.

• Primary Packaging: e.g., "10 kg net weight ventilated cartons," "25 kg polypropylene bags."
• OEM/Private Label: Mention if you require custom branding on the packaging.

4. Logistics and Shipping Information

This is essential for calculating an accurate price.

• Incoterms: Specify the pricing term you need. The most common are:
  • FOB (Free On Board): Price includes getting the goods onto the ship at the port of origin. You handle the shipping.
  • CIF (Cost, Insurance, and Freight): Price includes the cost of the goods, insurance, and shipping to your destination port.
• Destination Port: Always name the specific destination port. Example: "CIF Port of Rotterdam, Netherlands" or "FOB Port of Tanjung Priok, Jakarta."

5. Required Documents and Certifications

List any specific certifications you need to comply with your country''s import regulations.

• Standard Documents: Phytosanitary Certificate, Certificate of Origin.
• Specific Certifications: e.g., "Halal Certified," "Please confirm compliance with EU regulations."

Putting It All Together: A Sample RFQ Email

Here is how these components come together in a professional email:

Subject: RFQ - Premium Indonesian Salak (Pondoh)

Dear PT Sinar Sunda Nusantara,

We are interested in sourcing Premium Fresh Salak (Pondoh variety) from Indonesia. Please provide your best quotation (FOB and CIF) based on the following:

• Product: Fresh Salak, Grade A
• Quantity: Initial trial order of 500 kg, with potential for 1 FCL monthly.
• Packaging: 10 kg cartons.
• Destination: CIF Chennai Air Port (MAA), India.
• Required Documents: Phytosanitary Certificate, Certificate of Origin.

We look forward to your prompt response.

Best regards,
[Your Name]
[Your Company]

We Are Here to Help

At PT Sinar Sunda Nusantara, we welcome detailed RFQs as they are the first step towards a transparent and successful partnership. By providing clear and comprehensive information, you enable us to respond quickly with an accurate quotation tailored to your business needs.

Ready to source your next commodity? Send us your RFQ today!