Writing a wholesale RFQ with clear pack sizes

In brief

A quantity of one can mean a unit, box, carton, or pallet. An RFQ that leaves the ordering unit unclear invites price comparisons that are wrong even when every arithmetic calculation is correct.

What to do

State the required unit and the number of usable items in each pack.
Include acceptable brands or specifications and the treatment of alternatives.
Request prices for the expected order frequency and delivery locations.

Make the response easy to compare

Use a response table with scope item, specification, quantity or workload, price basis, timing, and exception. Ask bidders to answer every line and label assumptions explicitly. Keep optional alternatives in a separate section so they do not replace the base requirement without notice. If a clarification changes the brief, issue the updated version to all participating suppliers.

Before sending the request, have the person who will accept delivery read it. They should be able to explain how the eventual output will be checked. An RFQ is ready when it supports both a comparable commercial response and a practical acceptance decision.

Illustrative buying situation

Consider this hypothetical example.

One quotation lists ten boxes and another ten cartons, but neither states the number of usable units inside. Return both for clarification before calculating a price difference. Add ordering unit, units per pack, and total usable quantity to the RFQ response. If a supplier’s packaging differs, show the conversion explicitly. The corrected comparison may change the apparent ranking without any supplier changing its price, because the original totals represented different amounts of goods.

Your next decision

Normalise quotations to the same usable quantity before comparing totals or negotiating discounts.

Use Vendoreye to discover businesses listed under Distributors & Wholesalers. Confirm the specific offering, availability, and relevant evidence directly with each candidate; a category listing is a starting point for investigation.

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