How to Create Alibaba RFQ to Attract Good Suppliers?

Apr 07, 2024 Chapter 2. Supplier

What is RFQ on Alibaba?

Purchasing direct, also known as  Alibaba RFQ (request for quotation), means that buyers take the initiative to fill in purchasing information and entrust Alibaba platform to find suitable sellers.

Suppliers can check purchasing requirements and quote timely according to buyer’s requirements; this function is temporarily free of charge. In this large open market, buyers will proactively announce their procurement requirements, and suppliers can independently select suitable buyers for quotations.

 

 

Alibaba RFQ Process Review

Alibaba RFQ service can greatly improve buyers’ purchasing efficiency, while helping suppliers to better complete order conversion and win more high-quality buyers. 

Alibaba RFQ process

 

Why do you need Alibaba RFQ?

Today I am talk about how to find the best suppliers on Alibaba using Alibaba RFQ function.

This will be a complete and newest step by step guide and I will start from talking about what’s RFQ and how does it work and then followed by a detailed instruction about how to write a good Alibaba RFQ to find the best suppliers on Alibaba.

So when you just simply do a supplier search and you applied the verified supplier and trade assurance supplier filter, yes, it’s true that Alibaba already screen the good suppliers for you. You will see pages and pages of suppliers list.

However, what you really need is to try to find the best suppliers that match your business best. Alibaba RFQ is definitely a great tool to help you in this. 

 

 

 

The Advantages of Alibaba RFQ?

Next, before I start to show you how to use the RFQ function, there are still a few things that you want to understand first.

The 1st thing you want to understand is under what situations, using RFQ is a good option for you. Here I will give you an example of three typical situations.

 

    • 1ST, if you are trying to develop a new product or customize a product, RFQ is a very good option for you. Since not all suppliers are willing to spend time and effort to help you develop products, if you try to contact suppliers one by one, it will waste you a lot of time.
    • 2nd, if you are looking for a very new, novel and unique product with some unique features that you are not even sure about the keywords to describe it, it will be hard for you to use key words and product search to find the right product you are looking for. In this situation, submitting a RFQ can save you tons of time and help you find the right supplier much more efficiently.
    • 3rd,  if you want to find the exactly same product that your competitor sells, then RFQ is a good option for you too. Since you can list out all the specifications and let the suppliers who have the same design to reach out to you.

 

 

The second thing is the engagement rules laid out by Alibaba. You need to remember two numbers, 10 and 30. Here, 1O is the maximum quotation number you can get for every single RFQ you submit. This is actually a rule that can benefit buyers, since Alibaba will automatically help you to do a first-step screening process and provide you a list of the most relevant suppliers.

 

 

 

How to Make an RFQ on Alibaba?

 

Alibaba rfq

 

There are different ways to access the RFQ page, you can go to My Alibaba and select the “Get Quotations Now” button here, or you can access the RFQ page by just typing the URL rfq.alibaba.com and click this “submit RFQ” there.

Even if you start with product research, you can still submit a RFQ after you submit your inquiry to a specific supplier. 

 

1. The buyer can post an Alibaba RFQ when posting an inquiry.

How do I create an RFQ in Alibaba

 

2. There is an Alibaba RFQ area in the Services section of the search bar on the homepage.

submit Alibaba RFQ

 

 

 

How to Set an RFQ on Alibaba?

OK, so now let’s start with filling out an Alibaba RFQ form from the beginning. Let’s say we are trying to find a supplier for customized tablecloths. Go to your account profile and hit the “Get Quotations Now” button and we are now here at the RFQ form page.

 

 

 

 

Alibaba RFQ Keywords

Here, we need to put a Alibaba RFQ product name, we are looking for a customized table cover, and when you put the product name, make sure you use proper keywords here to describe your products, this is important since the right key words make it easier for more suppliers to find your RFQ.

I will suggest you keep the product name as simple as possible, just need to contain the main elements.

 

Alibaba RFQ MOQ

And then, the quantity.  You need to put an estimated purchasing quantities here, however, there are some tips here. We all know that if you put a very small quantities here, it’s unlikely that you will get a lot of suppliers who are interested to reply your Alibaba RFQ.  

 

Alibaba RFQ Target Price

Ok, let’s move next. For the preferred unit price, this is actually another very important point. if you already did some research and have a good judgment and confidence in the wholesale price, you can directly put it here. From the supplier’s perspective, if they see your preferred price is really a very realistic price, they will also think that you are a very professional buyer.

 

Alibaba RFQ Form Template

So at the beginning, you want to start introducing yourself and your business background. For example, you can say ….

Your RFQ should include the following information:

  • About your company

    • Company name
    • Brief company overview
    • Contact information (email address, phone number, website, etc.)
  • About your request

    • What products you need
    • Product specs and details
    • Quantity needed
    • Timeline/delivery requirements
    • Budget
    • Customization requirements
  • Review and evaluation process

    • Quotation submission instructions

    • Review/evaluation timeline

    • Terms and conditions

    • Evaluation method

 

Submit Alibaba RFQ

Now we are ready to submit our Alibaba RFQ form. Here on the right side, you can have a quick check, it shows our completeness is fair, because we didn’t put the color, type. Length ,etc., but it’s ok, we have listed them in the details.

 

 

 

How to Close RFQ on Alibaba?

 

To close an RFQ, please follow below steps:

  1. Sign in My Alibaba Message Center; Click the drop down button and switch to RFQ.

  2. Find the RFQ you want to close;

  3. You may “Close” the RFQ as it showed in the screenshot. ( If it is an expired RFQ, you cannot find the Close button, the supplier will not see it either)

 

how to close rfq in alibaba

 

close rfq in alibaba

 

 

Should I Use Alibaba RFQ?

In B2B trade, issuing a Request for Quote (RFQ) isn’t always the most effective approach. Understanding when an RFQ is suitable and when a different type of Request for Information (RfX) is more appropriate is crucial. Here’s when an RFQ is the ideal choice:

  • Clearly Defined Needs: You have a specific product in mind, and its features and functionalities are well-defined. Quantity Certainty: You know the exact number of units you require.
  • Purchase Readiness: You’re ready to buy once you find the right vendor with the most competitive offer.
  • Price Comparison: You want to solicit quotes from multiple vendors to compare pricing and potentially negotiate the best deal.

 

However, if your needs are more complex and require collaboration or additional support from the seller, an RFP (Request for Proposal) is a better option.

 

 

RFQ vs. RFI vs. RFP

 

In the world of B2B procurement, navigating the different types of RfXs (Request for X) can be confusing. But fear not! Here’s a breakdown of the three most common ones: RFQ, RFI, and RFP, to help you understand when to use each:

 

RFQ (Request for Quote):

Think of an RFQ as a straightforward request for pricing. You use it when you have a clearly defined product in mind, you know the exact quantity you need, and you’re ready to buy from the right vendor with the best offer. Here are some key situations for an RFQ:

 

  • You need a specific number of standard laptops for your office.
  • You have a detailed blueprint for a custom metal component and want quotes from manufacturers.

Focus of an RFQ: Price comparison and securing the most competitive offer.

 

RFI (Request for Information):

An RFI is all about gathering information. Use it when you’re still in the early stages of procurement and need to clarify your needs or learn more about potential solutions. Here are some ideal scenarios for an RFI:

  • You’re exploring new software solutions for project management and want to understand features offered by different vendors.
  • You’re unsure about the technical specifications needed for a new piece of equipment and want to consult with potential suppliers.

Focus of an RFI: Gathering information, clarifying requirements, and exploring options.

 

RFP (Request for Proposal):

An RFP is the most comprehensive RfX. It’s used for complex projects where you need a vendor to propose not just a product, but also a solution that addresses your specific needs. The RFP might involve outlining your business goals, technical requirements, and budget. Here are some situations for an RFP:

  • You need a complete marketing campaign strategy and execution from an agency.
  • You’re looking for a vendor to develop a custom software application to streamline your logistics operations.

Focus of an RFP: Obtaining detailed proposals that address your specific needs and propose solutions beyond just a product.

 

 

They only choose the most serious buyers or the most professional buyers who show bigger potential for their business. Therefore, you need to write a very good Alibaba RFQ to show that you are a more attractive buyer.

 

Alibaba Inspection Service: To inspect, or not to?

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