Start with the complete buying decision
A cable RFQ should identify each product construction, quantity, length or packing unit, test and document scope, artwork, destination, required date and Incoterms® rule with named place. Ask the supplier to mark assumptions and exceptions line by line.
1. Build a line-item specification
Give each construction its own row. Include conductor, insulation or pair construction, shielding, jacket, dimensions, color, printing, termination and the standard or buyer drawing that controls the item.
2. State quantity and packing together
For every line, state total quantity, unit length, reel or carton preference, label and pallet requirements. This allows MOQ, material use and shipping volume to be reviewed against the actual order mix.
| Area | Required input | Supplier response |
|---|---|---|
| Product | Drawing or full construction | Comply, alternate or question |
| Quantity | Total and unit packing | Quotation-specific MOQ and pricing |
| Quality | Sample, tests and inspection | Method, scope and document format |
| Trade | Destination, rule and named place | Included responsibilities and exclusions |
3. Separate tests, certificates and shipment documents
A test result, supplier certificate and shipment document serve different purposes. Name the requested issuer, product scope, format and approval timing for each one.
4. Add destination and Incoterms® inputs
ICC explains that Incoterms® 2020 allocates costs, risk and obligations. Include the selected rule and named port or place, then confirm which freight, clearance, insurance and destination items are in the quotation.
5. Request assumptions and exceptions
Ask the supplier to return a compliance table, list any alternative construction and identify open points. This is more reliable than allowing missing details to become silent assumptions.
Procurement checklist
- 01Buyer and project reference
- 02Line-item construction or drawing
- 03Quantity and unit length
- 04Color, marking and artwork
- 05Packing and pallet inputs
- 06Sample approval
- 07Test and inspection scope
- 08Certificate and document list
- 09Destination country and named place
- 10Incoterms® rule
- 11Required date and release plan
- 12Compliance, assumptions and exceptions table
Common mistakes
- Requesting a price from only a generic product name
- Combining several constructions into one quantity
- Asking for certificates without naming product and issuer scope
- Using an Incoterm without a named place
- Assuming packing and lead time from a previous quotation
- Accepting silent substitutions instead of a written exception
Questions buyers ask next
Should the RFQ name an Incoterms® rule and a place?
Yes. The rule allocates obligations, costs and risks, while the named place or port anchors where that allocation applies.
Technical source: International Chamber of CommerceCan a supplier quote before every detail is final?
A preliminary review may identify options, but mark unresolved fields and require them to be confirmed before sample approval or production.
Sources & further reading
Official material used for the factual statements on this page.
- International Chamber of CommerceIncoterms® 2020
- Fluke NetworksChoosing the Test Limit – DSX CableAnalyzer