Request for Quote (RFQ) & Messaging

Guidance for international buyers on contacting exporters, what to include in a good RFQ, and safe, efficient communication practices on the platform.

Page goals

  • Guide buyers to send clear, complete RFQs so exporters can respond accurately and quickly.
  • Set expectations for response times and follow-up.
  • Share safety and communication best practices for cross-border trade.

When to send an RFQ vs a simple message

RFQ (Request for Quote)

Best for serious interest when the buyer has clear requirements (product, quantity, timeline). Use to request price, lead time, and trade terms based on specific details.

Simple message

Best for early questions, clarifications, or exploring capabilities before formalising an RFQ.

Actions typically available on product pages, exporter profiles, and (optionally) from search/listing shortcuts.

Information to include in a good RFQ

Product details

  • Product name or link to listing
  • Key specs: material, size, color, grade, packaging
  • Standards/certifications required (e.g., organic, OEKO-TEX)

Quantity & timeline

  • Target quantity with units (pcs, tons, containers)
  • Sample requirements and desired shipping date or delivery window

Destination & trade terms

  • Destination country and port
  • Preferred Incoterms (FOB, CIF, EXW, etc.)

Payment & special conditions

  • Preferred payment methods/terms (optional)
  • Labelling, branding, packaging, or other special requirements

Contact details

Buyer company name, country, basic profile; attach photos, drawings, or tech packs when relevant.

RFQ form structure (example)

Note: This is a sample form layout - wire it to your back-end or messaging system to make it live.

Response expectations

Buyers: Expect replies typically within 1–3 business days; exporters may ask follow-up questions.

Exporters: Respond promptly, even to decline; responsiveness may affect visibility or ranking.

Communication best practices

  • Keep key agreements (prices, specs, terms, timelines) in writing.
  • Summarize final agreed conditions in a single message or document (proforma invoice or PO).
  • Avoid sharing sensitive personal data; keep communication professional and business-focused.
  • Verify attachments and links before clicking; confirm identities for unusual requests.

Safety & fraud awareness

The platform connects buyers and exporters but does not guarantee performance or act as a bank. For larger orders, consider company checks, references, third-party inspections, and secure payment methods.

See Verification & Trust, Terms & Conditions, and Privacy Policy for details.

Managing conversations & message retention

  • If an in-platform inbox exists: features may include search, filters, unread markers, and starring important threads.
  • If messaging is currently email-based: inquiries are forwarded to exporter emails; keep copies of important messages and documents.
  • Retention rules: messages may be stored for a limited period — confirm policy in your account settings.