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How to Request a Wholesale Quote (RFQ) From Suppliers in Panama and Dubai
Short answer: a good wholesale quote starts with a good request. Send every supplier the same written request for quotation (RFQ) with the exact product specifications, quantity, destination, delivery term (Incoterm), packaging, target date and payment preferences. Then compare the answers line by line — not just the unit price. Below you will find what to include, how to compare offers and a template you can copy.
What is an RFQ and why it matters
A request for quotation is a written document a buyer sends to one or more suppliers asking for a price and conditions for a specific order. For importers and distributors it does two jobs: it gets you a price you can trust, and it makes offers from different suppliers comparable. When each supplier quotes on different quantities, packaging or delivery terms, the cheapest-looking offer is often not the cheapest once the goods reach your warehouse.
What to include in your request
- Your company: name, country, contact person, email and WhatsApp. Serious suppliers want to know who is buying.
- Product specifications: model or reference, materials, dimensions, colours, voltage or technical standard, and any certification your market requires. Attach photos or drawings if you have them.
- Quantity: the quantity for the first order and, if you know it, the expected quantity per month or per year. Ask for prices at two or three quantity levels.
- Packaging and labelling: units per carton, retail packaging, language of the labels and any private-label requirements.
- Destination: the port, airport or city where you want the goods delivered, for example a port in Panama, a free zone in Dubai or your own warehouse.
- Delivery term (Incoterm): say clearly which term you want the price on (see the next section).
- Timeline: when you need the samples and when you need the goods.
- Payment: the payment methods you can use and ask the supplier for its terms.
- Documents: ask which commercial documents the supplier will provide, such as the commercial invoice, packing list and certificate of origin.
- Quote validity: ask how long the price is valid.
Ask for the price on a clear delivery term
The Incoterms® rules of the International Chamber of Commerce define who pays for transport, insurance and customs at each step. The same product can have very different prices depending on the term, so always ask for the term you want and use the same one with every supplier. The most common ones in wholesale trade are:
- EXW (Ex Works): you collect the goods at the supplier’s premises and handle almost everything else.
- FOB (Free On Board): the supplier delivers the goods on board the ship at the port of shipment; you pay the sea freight from there. Used for sea transport.
- CIF (Cost, Insurance and Freight): the supplier pays freight and minimum insurance to the destination port, but the risk passes to you when the goods are loaded. Used for sea transport.
- DAP (Delivered At Place): the supplier delivers to the place you name, ready for unloading; import duties and taxes are yours.
- DDP (Delivered Duty Paid): the supplier delivers to your place with import duties paid.
If you are not sure which term suits you, ask your freight forwarder or customs broker before you send the RFQ.
How to compare supplier quotes
Put the answers in a simple table with one row per supplier and these columns: unit price, quantity level, Incoterm and place, packaging, production time, sample cost, payment terms, documents included and quote validity. Then estimate the landed cost — the price plus freight, insurance, duties and local delivery — for each offer. Look also at how the supplier answers: complete, clear answers to every point are a good sign; vague answers or pressure to pay quickly are a warning.
Common mistakes to avoid
- Sending different requests to different suppliers, so offers cannot be compared.
- Asking only for “your best price” without specifications or quantity.
- Comparing an EXW price with a CIF or DDP price as if they were the same.
- Skipping samples on a first order with a new supplier.
- Agreeing conditions by phone without confirming them in writing.
RFQ template you can copy
Subject: Request for quotation — — [quantity] — [destination]
Dear [supplier], we are [company], a [importer / distributor] based in [country]. Please send us your quotation for:
Product: [name, model, specifications] · Quantity: [first order] and [expected monthly/annual volume] · Packaging and labels: [details] · Delivery term: [Incoterm + named place] · Samples needed by: 2026 · Goods needed by: 2026 · Payment: [methods we can use] — please state your terms · Documents: commercial invoice, packing list, certificate of origin and any certificate required for [market] · Please state how long the quotation is valid.
Thank you, [name, position, email, WhatsApp]
Frequently asked questions
How many suppliers should I ask for a quote?
Asking several suppliers with the same RFQ gives you a clear view of what is normal in the market. Three is a common starting point.
Should I share my target price?
It can speed things up if your budget is firm, but many buyers first ask for an open quote and negotiate afterwards.
Can I request a quote in Spanish?
Yes. CanalMarket International works in English and Spanish, so you can send your request in either language.
What if I do not know the Incoterm yet?
Ask for two prices, for example FOB at the port of shipment and DAP at your warehouse, and let your forwarder help you choose.
Not sure which delivery term to ask for? Read our guide to FOB, CIF, DAP and DDP for wholesale buyers.
Send your request through CanalMarket International
CanalMarket International is the wholesale platform of CanalMarket Group, with offices in Panama City (Torre Las Américas, Tower A, 12th Floor, Punta Pacífica) and Dubai (1108 Al Shafar Tower 1, Barsha Heights). Tell us what product, quantity and destination you need and we will review supplier options with you.
- Chat with us on WhatsApp or use our contact form.
- Ask Sofía, our AI assistant (the “Talk to Sofía” button on this page), which information your RFQ is missing.
- Buying is free: create your buyer account. Are you a supplier? See supplier plans.
- Importing into Panama? Read our documents checklist for importing wholesale goods into Panama.
- Still looking for suppliers? Read how to find trusted suppliers and partners in Dubai on CanalMarket Business.
This article is general information, not legal, customs or tax advice. Rules differ by country and product; confirm them with a licensed customs broker or adviser.
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