Today, many buyers are buying from China on Alibaba. It is easy for one to get suppliers on this platform through ways such as searching for goods, going through different categories, or even sending them direct messages of inquiry. The buyers have an added advantage on the Alibaba RFQ that many people do not take into consideration. When a buyer posts an RFQ requirement, they can receive about 10 quotations in no time; this makes it easier to determine prices and compare sellers.
This guide describes what an Alibaba RFQ is, how it works for buyers and suppliers, tips for posting RFQs correctly, and ways to manage and compare supplier quotations systematically. Everything contained in this guide complies with the current Alibaba RFQ system.
1. What Is Alibaba RFQ?
The Alibaba RFQ (Request for Quotation) feature enables buyers to post their purchase requirements and receive quotations from multiple vendors. These RFQ postings normally contain the specifics of the goods needed, the expected quantities, when deliveries should be made, approximate budgets as well as modes of payment. In practice, RFQ serves as a buyer’s procurement matching tool, whereby he or she states requirements and suppliers submit their prices.
To the buyers, the RFQ enhances quick determination of prices, reduces non-value adding communication and widens their view on the supply base. On the other hand, for suppliers, RFQ is one way to proactively build customer relationships. Many suppliers strive to be listed in RFQs, with some going so far as to buy extra quote slots for this purpose.
RFQ requests undergo review before they are posted on the RFQ marketplace. Upon publication, suppliers go through and sort RFQs by keyword, category and sector so as to make their bids. This establishes a connection between what buyers need and what suppliers can offer within the market.
2. RFQ Rules From the Perspective of Buyers and Sellers
For buyers to use Alibaba RFQ effectively, they must know that the system controls the transaction from both ends.
2.1 Buyer Rules
There is no limit on the number of RFQs buyers can post each month. Each RFQ is allowed approximately ten simple quotation slots. Buyers are expected to adhere to the guidelines below when posting:
- Submission of genuine procurement requests only.
- Posting fraud or deception is not allowed.
- The buyer should ensure that the request is legal and reasonable.
RFQs are sorted by quality level after being submitted. Alibaba classifies purchasing opportunities into gold, silver, and bronze levels. The higher the classification, the better the request is considered, and it usually attracts higher-quality suppliers.
Gold opportunities at the industry level might require industry buyers with specific experience. When it comes to other business opportunities, there is no difference in the buyer identity; rather, the match depends on the sector popularity as well as the completeness of the RFQ. Suppliers are most likely to be matched with buyers who have provided detailed, sincere requirements.
2.2 Seller Rules
There is a limit on the number of quotations suppliers can submit each month. The quotation allocations are based on the membership grade and also on the RFQ supplier’s performance rating for the preceding month.
Suppliers have different types of quotation rights as listed below:
- Basic quotation rights
- Gold business opportunity rights
- Silver exclusive business opportunities
- Smooth travel rights
- Top quotation rights
The supplier strength determines which RFQs they may quote on. For instance, export members with fewer than three stars cannot quote gold business opportunities. Suppliers who perform well will always prioritize posting to buyers of high quality, whereas those at the lower end will be busy competing for generic RFQ opportunities.
Hence, the completeness of the RFQ depends on the types of suppliers responding to it.
3. Why Alibaba RFQ Is Recommended for Buyers
Buyers benefit from RFQ in the following ways:
3.1 Clearer Demand Expression
With RFQ, buyers can provide comprehensive information concerning their price expectations, technical specifications, delivery schedules, etc., as well as any certifications required. This will reduce miscommunication and prevent suppliers who are off topic from sending too many messages.
If an RFQ is clear, it helps ensure that quoted commodities meet the required specifications, saving time in selecting suppliers.
3.2 Faster Multi-Supplier Quotation Comparison
Alibaba’s system matches RFQs with relevant suppliers once they are published. Normally, each posting will include around 10 quotations. When it comes to pricing, MOQ, certifications, production capacity, and delivery time, buyers can evaluate many suppliers.
Hence, this makes it easier for buyers as they do not have to contact each supplier separately, and also leads to quicker procurement decisions.
3.3 Higher Procurement Efficiency
RFQ makes it easier to evaluate suppliers and minimizes information differences. Within the RFQ quotation management page, the buyer can analyze:
- Supplier size
- Quote details
- Product specifications
- Qualification years
- Business type
- Market focus
This contrasts with the unstructured comparisons in traditional product link inquiries, which are more likely to result in information leakage.
3.4 Discovery of New Business Opportunities
RFQ is also beneficial for market research. Those buyers who do not have a specific product in mind can look at what others are requesting and gather information on current product trends, buying requirements as well as new vendors. It aids in recognizing potential procurement prospects.
4. When Buyers Should Use Alibaba RFQ
Although RFQ is effective under certain circumstances, one should be able to tell when it is appropriate to use it to enhance one’s effectiveness. RFQ is important in the following cases:
- The buyer has a specific product specification but has yet to identify the supplier.
- Before committing itself, the buyer requires some price points.
- The buyer would like to know how much they are asking for and at what cost.
- The buyer needs several quotes in a short time frame.
- The buyer is looking for commodities under other companies’ brands or that have been customized
- The buyer wants to compare supplier MOQs and pricing.
When a buyer does not have specifications or when buying products that are easily priced in the market, RFQ is not very effective.
5. Two Methods for Publishing RFQs
There are two main methodss for submitting RFQs that Alibaba supports.
5.1 Method 1: Backend Posting
Open the Alibaba backend, click on Buying Leads – My RFQs – Post an RFQ
Once you are in the RFQ release interface, input the relevant details following the sequence indicated by the arrow.
When filling in the RFQ information, please try to provide clear requirements as much as possible:
- Product name: The name should relate to what is needed by the buyer, although it must not be similar. Keep the heading brief and eye-catching.
- Product specifications: This should contain detailed parameters like material, size, color, etc.
- Purchase quantity: Be specific on the number of units purchased so that suppliers can offer a price per unit.
- Delivery time: State when exactly you expect the delivery; for example, “by June 2025” or any other.
- Budget range: Insert a range of prices within which the suppliers may see that their quotations are reasonable.
- Payment method: What is the mode of payment? For example, Telegraphic Transfer, PayPal, among others
- Other requirements: e.g., sample requirements, packaging methods, logistics methods, customized contents, etc
Alternatively, it reduces the number of times one has to talk with suppliers about irrelevant products, thereby lowering their quotations, and also saves time on information gathering that would be lost through continuous interactions. However, this will only be possible by ensuring that RFQ business opportunity quality is enhanced and well-linked with suppliers offering high quality.
For those with special requirements or who have already identified what they want to buy, there is an option to do so. Therefore, if you have any custom requirements or specific products in mind, you may attach your LOGO or product pictures so the supplier can confirm the availability of these items for sale in their store.
In case you are a novice buyer and cannot understand how to fill it out, we offer you a sample:
The following is a demand released in the RFQ market. Please refer to it and fill it in one by one, in the order of the numbers in the picture above.
5.2 Method 2: Convert Inquiry to RFQ
The Inquiry conversion page converts to RFQ, which is a quicker method.
If one clicks the product link and then sends an inquiry to the supplier, they will see the “More recommendations” page. The information for the product just viewed will be filled in automatically in its appropriate place. You only need to enter the required quantity and click “Submit RFQ”; it will become available within a short period of time.
This is the page that appears once you have successfully published your content. In case you wish to include an RFQ publication, then click on “Submit new RFQ”.
4. How to Manage RFQ Quotations
The buyer shall be able to see the quotations after he has converted or posted an RFQ through:
- Manage the RFQ link on the notification page, or
- Buying Leads → My RFQs in the main menu
In the RFQ management interface, buyers will see how many suppliers have quoted and other relevant supplier data.
By clicking View Quotes, they will be taken to a page where they can compare different quotations from suppliers.
Here, they will see supplier profiles, quotation details, the number of years for which products have been qualified by suppliers, and product variations.
Buyers can click View product details to expand individual quotation information from the supplier.
If a buyer chooses a supplier and does not need more quotes, they can finalize their purchase request by clicking Close RFQ.
If the supplier’s responses do not meet the required specifications, buyers can use the Post Agent function to re-request quotations.
7. RFQ Optimization Tips for Buyers
The quality of the RFQ greatly determines the kind of seller that one will be matched with. For one to have better results, there are some things that they should look for in the RFQ:
- Including technical specifications
- Indicating realistic order quantities
- Compliance or certification requirements should be included when applicable.
- Indicating destination ports or logistics conditions
- Clarifying customization needs
- Uploading reference images or drawings
- Stating packaging expectations
Buyers who include budgets usually screen out suppliers who cannot meet their anticipated prices, thereby reducing time wastage on irrelevant discussions with suppliers who cannot meet their target prices.
8. Common Mistakes to Avoid
Inexperienced purchasers often face challenges due to incomplete or unclear RFQs. Some of the usual errors in this case are:
- Unspecified material or component details
- Missing delivery timeline
- Absence of payment terms
- Lack of MOQ expectations
- Failure to indicate compliance requirements for regulated markets
- Unrealistic price targets
- No mention of sample requirements
- No product use-case description
Suppliers require detailed RFQs to determine whether they can produce the item and provide an accurate quotation.
9. Alibaba RFQ vs. Standard Product Inquiry
The Alibaba RFQ is different from a direct inquiry to a supplier.
- The RFQ is meant for obtaining quotes from several suppliers, comparing them in an organized manner and getting the best possible prices through competition.
- Manual product inquiries are typically confined to one supplier only.
RFQ is useful when dealing with customized commodities, as well as items under private label and priced under cost-plus, unknown pricing. On the other hand, inquiry is better applied when the buyer has identified the supplier for negotiation.
10. Conclusion
The buyers consider the Alibaba RFQ very important when making purchases as it eases the buying process, helps in quick comparison of suppliers and also enhances visibility of suppliers in the market. When there are structured RFQs posted, a buyer can get numerous quotations which can be used for comparing different sellers within a short period using objective criteria.
Knowing about RFQ classification, supplier rights, quotation limits, and demand quality helps buyers in maximizing the use of RFQ. For those purchasing from China for the first time or foreigners, they can easily access information on market prices and competing suppliers through the Alibaba RFQ.
In reality, SourcingXPro and other sourcing agents’ teams use RFQ data to confirm their price assumptions, compare MOQs, evaluate suppliers’ responsiveness, and then select some factories that would undergo further qualification through factory audits, sample taking, and quality control.
