START WITH AN IDENTIFIER
Use a full model code, manufacturer part number or a precise functional description. Consumer-facing product names often cover several storage sizes, radio bands, keyboard layouts or regional bundles. If a model is flexible, state the acceptable range rather than leaving it implicit.
QUANTITY NEEDS A SHAPE
Give a target quantity and, when useful, a minimum viable quantity. ‘Up to 1,000’ is not the same as ‘1,000 required’. Explain whether split fulfilment is acceptable and whether each colour or capacity has its own minimum.
DEFINE CONDITION
Brand new, open box and refurbished are not universal standards. State seal expectations, cosmetic tolerance, battery-health threshold where applicable, accessory requirements and whether replacement packaging is acceptable.
DESTINATION CHANGES THE ANSWER
Country, city or port affects plugs, voltage, radio approvals, freight choices, battery handling and import documentation. Include the destination at the start instead of asking for freight after the product decision.
ASK FOR COMPARABLE EVIDENCE
Specify the evidence required: photographs, carton labels, sample serials, quantity sheet, inspection summary or packing dimensions. Evidence should be proportionate to the transaction and should never be presented as a substitute for a written commercial agreement.
TREAT TIMING AS A SEQUENCE
Separate availability confirmation, inspection, consolidation and carrier transit. A 24–72 hour coordination indication can refer only to an operational step after prerequisites are satisfied; it must not be read as an unconditional international delivery promise.
RFQ CHECKLIST
Before sending, confirm product reference, acceptable alternatives, target quantity, condition definition, packaging, destination, required evidence, preferred Incoterm if known and the date by which a response remains useful.