How to Write a Request for Quotation for Agro Commodities (RFQ Template)

By the Agro-Bridge editorial team · Updated November 2026 · 3 min read

This article is part of our complete guide: How to Import Agricultural Commodities from Nigeria: A Step-by-Step Guide

A good request for quotation for agro commodities gets a fast, accurate and comparable answer. A vague one gets vague quotes, misunderstandings and wasted time. This guide shows you what to include. It is part of our guide to importing agricultural commodities from Nigeria.

Why a clear RFQ matters

Exporters quote against what you write. If you leave out the specification, the packaging or the destination, they will guess, and different suppliers will guess differently. Then you cannot compare prices fairly. A clear RFQ also shows suppliers that you are serious.

What to include

1. Your company details. Legal name, country, contact person, email and phone.
2. Product and form. For example, whole dried hibiscus calyces, dried split ginger or natural sesame seeds.
3. Specification. Grade, colour, moisture, purity or foreign matter limit, and any tests. See our specification guides.
4. Quantity. Total and per shipment, and whether you accept a tolerance.
5. Packaging. Bag type and weight, labelling and marking.
6. Destination. Port and country.
7. Incoterm. For example FOB or CIF, with the named place. See Incoterms for Nigerian exports.
8. Delivery date. Target month or shipment window.
9. Documents. Certificates, COA, phytosanitary, origin and others you need.
10. Payment preference. See payment terms.
11. Samples. Whether you need a sample before ordering.
12. Intended use. Tea, oil, extraction, cosmetics, food manufacturing, resale.

A copy-and-paste RFQ template

Subject: RFQ: , [quantity], [destination port]

Company: [legal name, country] Contact: [name, email, phone] Product:

Specification: [grade, colour, moisture max, purity or foreign matter max, other limits] Tests and certificates: [list] Quantity: [total], [per shipment] Packaging: [bag type and weight, labelling] Destination port and country: [port, country] Incoterm: [FOB / CIF / other, named place] Delivery: [month or window] Payment preference: [terms] Sample: [yes or no, address] Intended use: [use] Please include in your quotation: price per unit and currency, validity period, packaging, lead time, payment terms, documents provided and sample availability.

What a good quotation should contain

• Price per unit, currency and the Incoterm
• Product description and specification offered
• Quantity and packaging
• Validity date
• Lead time and shipment window
• Payment terms
• Documents included
• Company registration details

How to compare quotations fairly

1. Compare like with like. Same specification, same Incoterm, same packaging.
2. Look beyond the unit price. Include freight, insurance, testing and inspection costs.
3. Read the specification offered. A cheaper quote may be offering a looser spec.
4. Check the documents included. A missing certificate can be expensive.
5. Check the supplier. See how to verify a Nigerian exporter.
6. Be wary of the lowest price. If it is far below the rest, ask why.

Common RFQ mistakes

When you write a request for quotation for agro commodities, avoid these errors:

1. Leaving out the destination. Freight and rules depend on it.
2. Not stating the Incoterm. Quotes cannot be compared without it.
3. Using "premium" or "best quality" instead of numbers.
4. Asking only for the lowest price. Suppliers will cut quality, not margin.
5. Sending the RFQ to everyone. A short list of verified suppliers gets better answers.
6. Forgetting the documents. Say which certificates and tests you need.

After you send the RFQ

Expect questions. A well-written request for quotation for agro commodities invites sensible questions, and a serious supplier will ask about your specification and your market, and may suggest changes. Reply quickly. Once you have two or three quotes, compare them using the checklist above, ask for samples from the real lot and shortlist one or two suppliers for verification. See how to verify a Nigerian exporter for the next step.

Next steps

1. Send the RFQ to a short list of verified suppliers.
2. Ask for samples from the real lot.
3. Compare quotations and negotiate.
4. Sign a contract with the Incoterm, payment terms and remedies.

You can send your RFQ to us through the quote request form, which asks for each of these items, or contact our team.