Supplier Quote Checklist

Buyers, sourcing teams, and commercial managers · During RFQ comparison and before PO approval

Risk warnings

Do not compare supplier quotes by headline unit price until Incoterm, pack basis, exclusions, and payment terms are normalized.

Confirm the quoted SKU, specification, grade, packaging, and private-label requirements match the RFQ.
Record the exact Incoterm, named place, and Incoterms version so every supplier quote uses the same handover point.
Normalize the quote basis before comparison: per unit, carton, kg, pallet, MOQ tier, or container quantity.
Capture quote currency, exchange-rate assumption, validity date, and any price-escalation trigger.

Check MOQ, order multiple, sample order rules, tooling charges, and price breaks by quantity.
Separate what freight is included from what is excluded: origin pickup, export handling, main freight, insurance, destination charges, and inland delivery.
Document payment terms, deposit percentage, balance trigger, bank fees, credit-card fees, and any letter-of-credit or document fee.
Ask the supplier to state hidden local charges, documentation fees, palletization, labeling, fumigation, or certificate costs in writing.

Confirm production lead time, booking lead time, earliest ship date, and whether timelines start after deposit, artwork approval, or sample approval.
Tie the quote to quality assumptions: approved sample, inspection standard, AQL level, defect definitions, and who pays rework or reinspection.
Include sample, lab test, pre-shipment inspection, and factory audit costs before deciding which quote is truly cheaper.