What this chapter covers

“Can you quote this product?” sounds simple, but quotations go wrong when the trade term is unclear, the named place isn’t specified, or packaging assumptions differ. This chapter shows how to request precise quotes and how to choose the trade term that fits your shipping plan.

Why Incoterms matter

Incoterms define who pays for which steps and where risk transfers. Without an Incoterm, you can’t compare supplier quotes—or align the supplier quote with your freight quote.

What belongs in every RFQ

• SKU spec sheet (materials, dimensions, variants)
• Quantity and target reorder cadence
• Packaging spec + carton data request
• Preferred Incoterm and named place (EXW supplier address, FOB port, etc.)
• Target ship-ready window

Precise RFQs reduce “surprise fees” and speed up decision-making.

Common trade terms in practice

Most small and mid-size importers encounter a few common patterns:

• EXW: you (or your forwarder) picks up at the supplier. Good for control.
• FOB: supplier delivers to the port and clears export; you book main freight.
• CIF: supplier books freight to your destination port; you handle destination and delivery.
• DAP/DDP style delivery: supplier arranges more of the chain; verify exactly what is included.

The “best” term depends on your experience, your forwarder relationship, and your need for cost control vs. simplicity.

Three common quotation traps

• Quantity mismatch: discount pricing quoted for a larger quantity than you will actually order.
• Packaging assumptions: foam inserts vs. bubble wrap changes both cost and damage risk.
• Inventory vs. new production: a cheap inventory price may not be repeatable on the next order.

Align supplier quotes with shipping quotes

Once you have a supplier quote, your next step is to ensure your freight quote matches the same assumptions. Share the Incoterm, pickup city, carton data, and target arrival window with KLG so freight pricing and timelines align with your purchasing plan.

How KLG International helps

KLG can quote door-to-door or port-to-port options depending on your Incoterm preference, and we can flag when an Incoterm choice will create unexpected destination charges. When your product data is clear, the quote becomes precise—and your budget becomes predictable.