A vague RFQ gets a vague quote, or worse, several quotes you can't actually compare. Give a supplier the specific information they need, grade, volume, destination, and timeline, and you get back a number you can trust and compare against other suppliers.
Why Most First RFQs Get Weak Answers
"How much for coconut charcoal?" is technically a question, but it's not something a supplier can price accurately. Charcoal pricing depends on grade, quantity, packaging, and destination, all of which affect the freight and production cost that make up the final number. A supplier facing a vague request either has to send you a generic price range that means little, or spend several email rounds asking you the same questions you could have answered upfront.
A complete RFQ skips that back-and-forth and gets you a real, usable quote on the first try.
What to Include
Grade and product. Specify which grade (Super Premium, Premium, Medium shisha, or your BBQ/hardwood/sawdust line) and shape if relevant (cube, flat, hexagonal). "Premium shisha charcoal" gets a real quote; "good quality charcoal" doesn't.
Volume. State the quantity in tons or container size (20 ft or 40 ft). If this is a trial order versus an ongoing volume commitment, say so, suppliers often price differently for a first order versus an established relationship.
Packaging. Standard export packaging, or private label with custom branding? If private label, note whether you have finished artwork ready or need design support, since that affects both price and lead time.
Destination port. Freight is a major part of landed cost and varies significantly by destination. Give the actual port, not just the country.
Incoterm preference. Specify FOB or CIF if you already know which you want. If you're not sure, ask the supplier to quote both so you can compare.
Timeline. When do you need the product to arrive, or by when do you need to place the order to hit a specific date? This matters especially around known seasonal demand periods.
Whether you need a sample first. State clearly if you want to test a sample and Certificate of Analysis before committing to a full order.
What to Leave Out
Don't pad your first RFQ with your full business history, long-term expansion plans, or unrelated questions about the company's certifications, save those for the follow-up conversation. A tight, specific RFQ gets answered faster than a long one, and you can build the relationship once you have a number in hand.
A Simple RFQ Template
Hi [Supplier],
I'm requesting a quote for:
- Product/Grade: [e.g., Super Premium Shisha, 25mm cube]
- Quantity: [e.g., 1 x 20ft container, ~15 tons]
- Packaging: [Standard export / Private label — artwork ready or needed]
- Destination port: [City, Country]
- Incoterm: [FOB / CIF / please quote both]
- Timeline: [Need to ship by / arrive by date]
- Sample: [Yes, please include sample cost / No]
Please include your standard payment terms and estimated production + shipping lead time.
Thank you,
[Your name / company]Comparing Quotes Once They Come Back
If you send the same complete RFQ to multiple suppliers, their quotes become genuinely comparable, same grade, same volume, same destination, same terms. If quotes come back structured differently (one FOB, one CIF; one with packaging costs itemized, another bundled), ask the supplier to re-quote in the same format as the others so you're comparing real numbers, not apples to oranges.
Frequently Asked Questions
Do I need to know the exact grade before sending an RFQ?
Not necessarily. If you're unsure, describe your use case (lounge service, retail, BBQ) and ask the supplier to recommend a grade with pricing for a couple of options.
Should I send the same RFQ to multiple suppliers at once?
Yes. Sending an identical, complete RFQ to several suppliers is the fastest way to get comparable quotes and is standard, expected practice in B2B sourcing.
What if I don't know my destination port yet?
Give your best estimate or the nearest major port to your actual delivery location. You can refine this once you're closer to placing the order; suppliers understand early quotes may shift slightly.
How long should a supplier take to respond to a complete RFQ?
A supplier with real production and sales capacity should respond within a few business days. A significantly slower response, or one that still asks for basic information you already provided, can be a signal worth noting during vetting.
Is it okay to negotiate after receiving a quote?
Yes, this is normal. A clear initial quote gives you a real starting point to negotiate volume pricing, payment terms, or packaging costs, rather than negotiating blind.
Ready to request a quote? Talk to Kraka Coal, send us your grade, volume, and destination and we'll get you real numbers fast.