Start with intended use, not just a product name
An RFQ (request for quotation) is a written request for an offer. It gives prospective suppliers enough information to price their offer and explain its limits. An RFQ is not an order or purchase approval.
Separate mandatory requirements from negotiable preferences. Where information is missing, mark it as unconfirmed and identify who will provide the answer.
Separate requirements and preferences
| Information | What to record |
|---|---|
| Product identity | Name, intended use, reference drawings and internal item code. |
| Specifications | Dimensions, material or grade, tolerances and document requirements. |
| Quantity | Amount, units, purchasing stages and potential repeat orders. |
| Samples | Sample type, approval authority and assessment criteria. |
| Delivery | Incoterms® rule, edition year, named place and the party responsible for each stage. |
| Schedule | When the goods are needed, not only when the order will be placed. |
| Quotation | Currency, validity, payment, packaging and excluded costs. |
Use the same quotation basis
Two quotations may use different specifications, minimum quantities or delivery responsibilities. Separate goods, samples, packaging, inspection and transport costs into columns, and flag anything not yet priced.
Do not treat unknown costs as zero. Also ask whether specification changes require a new quotation.
Define the evidence and approval authority
One person gathers clarifications; authorised parties approve specifications, costs and schedules. Keep RFQ revision numbers so suppliers do not work from superseded documents.
Before approving a quotation, identify the importer and verify HS classification, prohibitions or restrictions, technical documents and product requirements through INSW or the party handling imports. A supplier's HS code is an input, not a final ruling.
Check import requirements before dispatch
Before dispatch, reconcile at least the invoice, packing list, bill of lading (B/L) or air waybill (AWB), product identification and documents demonstrating compliance with import requirements. Product names, models, quantities, weights and values must reflect the actual transaction and goods.
Do this before shipment, not after goods are held. Seek confirmation on classifications or specific obligations from the importer, a customs broker (PPJK) or another suitable professional.
Sources
- Indonesian Directorate General of Customs and Excise — Imports for useSource checked:
- Indonesia National Single Window — INTRSource checked:
- International Chamber of Commerce — Incoterms® 2020Source checked: