How to Write an Effective RFQ on LayTech.ai
A well-written RFQ gets 3–5 competitive responses within 24–48 hours. A vague one gets one or two quotes with wide price ranges that are useless for negotiation. This guide shows you what to include — with specific tips for the Dutch and Belgian markets.
The Anatomy of a High-Response RFQ
1. Equipment Specification (What) Be specific enough that suppliers don't need to ask clarifying questions.
Good: "Pallet racking, selective, 3-high, beam level at 1m/2m/3m, bay width 2.7m, depth 1.1m, load 1,000kg/beam pair. 80 bays total. Upright height 4.0m."
Bad: "Looking for racking for our warehouse, approx 100 bays."
Include: - Equipment type and subtype - Key dimensions (width, depth, height) - Load capacity (kg per shelf, per beam pair, per bay) - Quantity - Accessories needed (column guards, footplates, mesh decks, etc.)
2. Condition Preference (New / Used / Either) State clearly: - **New only** — if you need warranty, specific color, or current production standard - **Used accepted** — if budget is primary driver; add acceptable age range (e.g., "up to 5 years old") - **Either** — ask suppliers to quote both options for price comparison
3. Location and Delivery Requirements (Where) Suppliers calculate delivery cost based on your location. Include: - Site address or at minimum: city and country - Access constraints: forklift unloading required? Loading dock available? Third floor? - Delivery timeline: required delivery date or "ASAP"
For Belgian buyers: specify province — delivery costs vary significantly between Antwerp, Liège, and Luxembourg province.
4. Installation Requirements (Assembly) Do you need: - Delivery only (you handle assembly)? - Delivery + assembly by supplier? - Ongoing maintenance contract?
Assembly typically adds 15–30% to the equipment cost for racking, 10–20% for mezzanines.
5. Compliance Requirements (Certifications) State any required documentation upfront to avoid surprises: - CE declaration of conformity (required in EU for all machines) - Inspection certificate (required for forklifts in Belgium: Vinçotte, Bureau Veritas, SGS) - Load notice / rack certification (EN 15512 for racking) - Service history for used equipment
6. Budget Range (Optional but Useful) Providing a budget range filters out proposals that are wildly over your target and encourages suppliers to propose value-optimized solutions. You don't have to give an exact number — "budget approximately €15,000–25,000" is enough.
Market-Specific Tips
Dutch Market (NL) - Quote requests in Dutch get faster response rates than English-only requests - Include "excl. BTW" in your budget indication — Dutch B2B standard - Mention if you're located in a Topsector Logistiek industrial zone — some suppliers offer preferential pricing - "Vrijblijvende offerte" (no-obligation quote) in the RFQ title increases response rate
Belgian Market (BE) - Flemish suppliers prefer Dutch-language RFQs; Walloon suppliers prefer French - Always specify HTVA (French) or excl. BTW (Dutch) in your budget range - Inspections by Vinçotte or Bureau Veritas are standard — mention if your site has existing certifications - 30-day payment terms (net 30) are standard in Belgian B2B
Response Times to Expect
| Equipment type | Typical first response | Quotes to expect |
|---|---|---|
| Standard racking | 4–24 hours | 3–6 quotes |
| Forklifts | 8–48 hours | 2–5 quotes |
| Conveyor systems | 24–72 hours | 2–4 quotes |
| Custom mezzanines | 48–96 hours | 1–3 quotes |
What to Do With the Responses
1. Compare like-for-like: Check that all quotes cover the same specifications 2. Ask for itemized pricing: Equipment + delivery + installation separately 3. Verify certifications: Request copies of CE marks and inspection certificates 4. Check lead times: Not just the quoted price — delivery time matters 5. Negotiate: The first quote is rarely the best. Counter-offer or request a best-and-final
LayTech.ai's messaging system lets you communicate directly with each supplier while comparing their quotes side by side.