Coffee Wholesale RFQ Template: Get Quotes You Can Compare

Separate product discovery from the RFQ. If you are still choosing between whole bean, ground, instant and drip coffee, first request suitable options for your channel. MR.VIET's published range includes these formats; the exact export SKU and packing should be confirmed for your enquiry.

Once shortlisted, quote each product on its own line. Include the supplier's SKU, product name, format, retail net content, packs per case and any necessary language or artwork version. Ground coffee also needs the intended preparation method or confirmed grind description. For a coffee mix, identify the exact product rather than treating all sachets as interchangeable.

Avoid a request such as “Vietnamese coffee, 250 g” when you mean one particular branded pack. Two products can share the same weight while differing in formulation, format or presentation. Ask the supplier to name any proposed substitute and quote it separately. An alternative can be useful, but it should not silently replace the requested line.

State whether the quote is required per retail pack, case or another unit. Ask for both units per case and the case price when cases are the ordering unit. Your comparison sheet can then calculate price per retail pack without guessing what the number covers.

Give a proposed first-order quantity by SKU and a separate indicative repeat-order scenario if you want volume alternatives. Describe the latter as a planning estimate rather than a commitment. Ask suppliers to confirm SKU minimums, total-order minimums, case multiples and availability for the proposed mix.

Use this attachment structure:

Leave an unknown packing count visibly blank. Filling it with an assumption can turn a modest request into a much larger order when the supplier uses a different case configuration.

A product price is only comparable when you understand the delivery basis. Request the chosen Incoterms® rule, the named port, place or precise point, and the version. The International Chamber of Commerce's guidance recommends stating all three elements when incorporating its rules.

Also provide the destination country, receiving city or port, and expected transport mode if known. Ask the supplier to distinguish product availability from estimated transport timing. “Ready to dispatch” and “arrives at our warehouse” are different milestones.

Do not select a supplier simply because one headline quote includes a freight element and another does not. Record the boundary of each offer first. For the subsequent calculation of all costs to your receiving point, use the coffee landed-cost worksheet. The RFQ should collect the inputs; it does not need to duplicate that calculation.

Replace the bracketed fields and attach the line-item table. Keep questions relevant to the first order so the supplier can answer them in one response.

Subject: RFQ — branded Vietnamese coffee for [market/channel], [target order period]

Hello [name/team],

We are evaluating finished branded coffee for [destination country] through [retail / distribution / office / other channel]. Our intended first-order period is [month or date range].

Please quote the products and quantities in the attached table. Confirm exact SKU, retail net content, packs per case, price unit, currency and available packaging version. Show any alternative on a separate line.

Please include SKU and total-order minimums, required case multiples, current availability or production lead time, and the delivery basis with named place and Incoterms® version. Our receiving point is [city/port/address level suitable for quoting].

Please state payment terms, quotation validity, which charges are included, and which remain for us to arrange. Please also confirm the remaining shelf-life basis proposed for dispatch or receipt, product specification availability and any destination-specific information you need from us.

We would like to review [sample requirements] before confirming the commercial order. Please state sample arrangements and any associated cost or timing.

Our initial expected volume is [cases or retail packs, by SKU]. A possible repeat-order scenario is [estimate], subject to sales results.

Please return the completed table with exceptions highlighted. Thank you, [buyer/company/contact].

Build a comparison with one column per supplier and a separate status field. Mark an offer “needs clarification” when the product, quantity or delivery basis is unresolved. A low figure with missing case count should not outrank a complete offer.

For each quoted SKU, compare exact identity, case quantity, price unit, currency, minimums, readiness, payment terms and quotation expiry. Then compare practical fit: does the pack work in your channel, does the proposed shelf-life basis match your receiving plan, and can the supplier provide the product data your retailer needs?

If two offers use different quantity tiers, ask for a common scenario. If a supplier cannot quote that scenario, keep its actual minimum visible and compare the resulting order commitment. Avoid changing the first-order brief for one supplier without recording the change for the others.

Before approving the purchase, ask the preferred supplier to resolve each exception in writing. Save the revised quote, attachment version and date together. Transfer the agreed product identifiers, case quantities, price units and delivery basis into the purchase order without abbreviating them into ambiguous labels.

A sales presentation may help a retail buyer assess the proposition; the coffee sell-sheet guide covers that separate document. Keep the RFQ focused on the offer you need confirmed. If you enquire with MR.VIET wholesale, include your destination market, channel, preferred coffee format and expected volume, then use the template to request a comparable quotation.