How to Respond to RFQs on VietnamExporter

Responding to RFQs (Request for Quotation) accurately and professionally is critical for exporters to convert buyer inquiries into real orders. A clear and timely response helps buyers evaluate your offer and builds trust from the first interaction.

What Is an RFQ?

An RFQ is a request sent by buyers asking for pricing, MOQ, lead time, and trade terms for a specific product. Each RFQ on VietnamExporter is created per product and per exporter, ensuring clear and focused communication.

Step 1: Review the RFQ Carefully

When you receive an RFQ, start by reviewing all buyer requirements:

  • Product specifications

  • Quantity and MOQ

  • Target price (if provided)

  • Delivery time / lead time

  • Payment terms

  • Incoterms

Make sure you fully understand the request before replying.

Step 2: Check Product Availability & Capability

Before responding:

  • Confirm production capacity or stock availability

  • Check whether customization or OEM requests can be met

  • Verify certificates or compliance requirements

Only respond if you can realistically fulfill the buyer’s request.

Step 3: Prepare a Clear Quotation

Your quotation should include:

  • Unit price or price range

  • MOQ

  • Lead time

  • Payment terms (T/T, L/C, etc.)

  • Incoterms (EXW, FOB, CIF, DDP)

  • Validity period of the quotation

Clear quotations reduce back-and-forth communication.

Step 4: Respond Promptly and Professionally

Timely responses increase your chances of winning the order.
Use clear, professional language and avoid vague statements.

If some details are unclear, ask follow-up questions instead of guessing.

Step 5: Attach Supporting Information (If Needed)

To strengthen your response, you may include:

  • Product images or catalogs

  • Technical specifications

  • Certificates and standards

  • Sample availability

This helps buyers evaluate your offer more confidently.

Step 6: Follow Up When Appropriate

If you do not receive a response after a reasonable time, a polite follow-up message can help keep the conversation active.

Tips for Winning More RFQs

  • Respond within 24–48 hours

  • Be transparent about pricing and lead time

  • Avoid over-promising

  • Maintain consistent communication

  • Treat every RFQ as a potential long-term partnership

Why Responding Well Matters

Professional RFQ responses help exporters:

  • Increase conversion from inquiry to order

  • Build credibility with international buyers

  • Reduce misunderstandings and disputes

  • Establish long-term business relationships

Grow Your Export Business with VietnamExporter

VietnamExporter provides exporters with a structured RFQ system to communicate efficiently with global buyers and grow international sales opportunities.