An RFQ is a comparison instrument, not a wish list
The purpose of a request for quotation is to force different suppliers to answer the same question in the same units. Every clause you omit becomes a clause each supplier fills in differently — and every difference costs you a round of clarification, or worse, appears as a variation order after the contract is signed.
A strong RFQ is typically 8–20 pages for a single machine and 25–60 pages for a complete line. Length is not the point; unambiguous scope boundaries are.
The eight mandatory sections
| Section | Must contain | Failure it prevents |
|---|---|---|
| Project context | Product, market, site location, start date | Suppliers proposing the wrong technology class |
| Performance spec | Output/hour, yield, uptime, product tolerances | Capacity measured at unrealistic conditions |
| Raw material spec | Composition, moisture, size, seasonal variation | Guarantees voided by input variability |
| Scope boundary | Interface points, who supplies what, battery limits | Missing conveyors, panels, platforms and piping |
| Utilities & site | Voltage, frequency, ambient, water, steam, air | Rework of electrics and cooling on arrival |
| Commercial terms | Incoterm, currency, payment milestones, guarantees | Non-comparable prices and cash-flow surprises |
| Service & spares | Warranty, response time, 2-year spares list | Downtime cost that dwarfs the purchase saving |
| Documentation | Drawings, CE/UL, manuals, FAT/SAT protocol | Compliance blocks at customs or insurance |
Pre-issue checklist
Confirm every line before the RFQ leaves your desk
- Identical document and issue date sent to every supplier
- Single named technical contact and single commercial contact
- Deadline of 10–20 working days, with a written clarification window
- Price breakdown template attached so line items are comparable
- Options priced separately from the base scope
- Performance guarantee and liquidated damages position stated
- Requested FAT and SAT acceptance criteria included
- Reference list from the same industry and region requested
- Spare parts pricing requested for years 1–2 and years 3–5
- Confidentiality expectations stated in writing
Ask for a price breakdown, not a price
A single lump sum cannot be levelled. Requiring equipment, engineering, installation, commissioning, training, spares and freight as separate lines is the single highest-return clause in any machinery RFQ.
Questions & answers
Frequently asked questions
What is the difference between an RFI, RFQ and RFP for machinery?
An RFI explores who can do the work and roughly how; an RFQ prices a defined scope; an RFP asks suppliers to propose both the solution and the price. Capital equipment usually needs a short RFI stage followed by a rigorous RFQ.
How long should suppliers get to respond?
Ten working days for a single machine, fifteen to twenty for a complete line. Shorter windows produce padded prices because suppliers price uncertainty.
Should the budget be disclosed in the RFQ?
Disclose a capex band rather than a target price. A band keeps proposals in a realistic technology class without inviting every supplier to quote exactly at your ceiling.
Can Global B2B Group prepare the RFQ for us?
Yes. Our Smart RFQ builder assembles the technical and commercial structure, and our procurement team refines the scope with you before it is issued to qualified suppliers — free for buyers.
Industrial financing
Financing routes for buying & procurement
Financing is scoped alongside the RFQ, not after supplier selection — the funding route changes the optimal supplier, currency, incoterms and delivery schedule. Global B2B Group never lends, never takes a success fee from buyers and is not tied to any institution. Below are the nine routes we actively structure against.
Export Credit Agencies
State-backed cover (Euler Hermes, SACE, EKF, UKEF, Atradius, K-Sure) on equipment exported from the supplier's country, usually combined with a commercial bank loan.
- Tenor
- 5 – 12 years
- Ticket
- $2M – $250M
Best for: Imported production lines and turnkey plants from EU, UK, Korea or Japan
- Eligible country content
- Down payment 15%
- Bankable feasibility study
Development Banks & DFIs
IFC, EBRD, AfDB, ADB, IDB, FMO, Proparco and bilateral development windows funding industrial capex with concessional pricing and long grace periods.
- Tenor
- 7 – 15 years
- Ticket
- $5M – $200M
Best for: Food security, cold chain, energy efficiency and job-creating projects in emerging markets
- ESG / E&S compliance
- Audited financials
- Development impact case
Commercial Lending
Bank term debt and capex facilities secured against project cash flow, equipment and corporate balance sheet, in local or hard currency.
- Tenor
- 3 – 8 years
- Ticket
- $500K – $80M
Best for: Established operators expanding proven capacity
- DSCR ≥ 1.3x
- Security package
- Sponsor equity 25–35%
Equipment Leasing
Operating and finance leases that keep machinery off the balance sheet, preserve working capital and align payments with production ramp-up.
- Tenor
- 2 – 7 years
- Ticket
- $100K – $25M
Best for: Single machines, packaging lines, handling fleets and phased upgrades
- Asset resale value
- Insurance
- Deposit 10–20%
Vendor Financing
Supplier-supported deferred payment and instalment structures negotiated inside the RFQ, before supplier selection narrows your leverage.
- Tenor
- 1 – 5 years
- Ticket
- $250K – $30M
Best for: Buyers who want a single contractual counterparty for supply and payment terms
- Supplier credit appetite
- Bank guarantee or LC
- Milestone schedule
Project Finance
Limited-recourse SPV structures where the facility's own cash flow repays the debt, with independent technical and market due diligence.
- Tenor
- 8 – 18 years
- Ticket
- $20M – $500M
Best for: Greenfield plants, integrated processing complexes and utility-scale infrastructure
- Offtake agreements
- EPC contract
- Independent engineer report
Private Equity
Growth and buy-out capital from industrial and agri-focused funds, typically alongside a debt tranche to lower the blended cost of capital.
- Tenor
- 4 – 7 year hold
- Ticket
- $5M – $150M
Best for: Platform build-outs, consolidation and cross-border expansion
- Governance standards
- Growth thesis
- Exit path
Investment Partners
Strategic co-investors, family offices and regional sponsors who bring local licensing, land, offtake or distribution alongside capital.
- Tenor
- Negotiated
- Ticket
- $1M – $50M
Best for: Projects needing local partnership or market access as much as funding
- Shareholder agreement
- Clear capital structure
- Aligned exit
Government Programmes
Industrial localisation incentives, capex grants, interest subsidies, free-zone benefits and agri-processing schemes that reduce effective project cost.
- Tenor
- Programme specific
- Ticket
- Grants 5% – 40% of capex
Best for: Projects in priority sectors, special economic zones or import-substitution plans
- Local registration
- Job creation targets
- Application windows
How financing is structured
1. Scope & budget
Technical scope and realistic capex band are fixed first — lenders price the project, not the wish list.
2. Route selection
We map which of the nine routes actually fit your country, sector, ticket size and sponsor profile.
3. Bankable package
Feasibility, offtake, DSCR model and equipment quotations assembled into a lender-ready file.
4. Introductions
Independent introductions to ECAs, DFIs, banks, lessors and equity partners — no exclusivity, no success fee to buyers.
Get a funding route assessment
Human-led, supplier-neutral and 100% free for buyers. We return the routes that realistically fit your project, with indicative tenors, equity requirements and documentation checklists.
Next steps
Put this into practice
Request machinery quotes
Supplier-neutral · Human-led · No cost to buyers
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