How to Write an RFQ for Disposable PPE: A Checklist for Food Plant Buyers

An RFQ that says 200,000 hair nets, please quote usually returns five quotes for five different products. One supplier prices a 21 inch net, another an 18 inch net, one includes freight and the rest do not. You then spend a week on emails to find out what you were actually offered. A clear request for quotation for hygiene products removes that work. This guide sets out the fields a supplier needs, with an example for each, and a short template you can copy into your next disposable PPE quote request.

Why vague requests cost you time

A supplier can only price what is written down. When dimensions, material weight or packing are missing, the supplier either guesses, quoting a standard item that may not suit your line, or comes back with questions. Both delay the decision. A complete RFQ also shows the supplier that you are a serious buyer with a real consumption plan.

The fields every RFQ needs

Describe items by dimensions, not names

Names vary between suppliers. A bouffant cap, hair net and mob cap can mean three different items, and an apron can be 70 cm or 120 cm long. Always give the numbers that define the item: size, gsm for non-woven, micron for PE film, number of elastic edges, and whether items are sold open or folded. If you already buy the item, attach a photo or the current specification, and say what has gone wrong with it, such as tearing or sizes running small. If you are unsure of the right weight or size, say so and ask the supplier to quote two options.

Volume, packing and delivery

Volume drives price, so give a realistic monthly figure and say whether it is firm or an estimate. If you have not measured consumption yet, work it out from headcount, shifts and changes per shift first. Packing matters too: a carton that suits a central store may be too big for a line-side dispenser. State the packing you want, or ask which options exist. On delivery, name the destination and your preferred Incoterm. If you are not sure which to choose, ask for two prices, for example ex-works and delivered, so you can see what freight adds.

Samples, documents and quote validity

• Samples: request every item you plan to buy, not only the cheapest, and test them on the real task before you place the order.
• Documents: list what your quality team needs to file, such as a product specification sheet, a material declaration or a statement for food contact use. Check your own audit scheme and local rules for what is required.
• Quote validity: ask how long the price holds, since material and freight costs move; 30 days is a common request.

A copy-ready RFQ template

1. Company, contact person, destination country and city.
2. Item list: product, type, dimensions, material weight (gsm or micron), colour.
3. Packing: pieces per bag and per carton, carton size and weight if known.
4. Quantity: monthly volume per item, first order size, and whether the demand is recurring.
5. Delivery: destination, preferred Incoterm, requested delivery window.
6. Samples: items, quantity, address for dispatch.
7. Documents required: list each one.
8. Payment terms expected and quote currency.
9. Quote validity requested and reply deadline.

Comparing the quotes you receive

Put the quotes side by side and check the basics first: same dimensions and weight, same packing, same Incoterm, same validity. Convert every price to cost per piece delivered to your plant, so a low unit price with freight added later does not mislead you. Where a quote differs from your request, ask why before you rule it out; a supplier may be offering a better-suited item.

Disponord manufactures and exports disposable hygiene PPE for food plants. Request a quote on our website with your item list and monthly volume. Delivery is typically 7 to 21 days in total, production and shipping combined.