“How much is a banner?” “What’s your price for building a house?” Questions like these get vague answers, wildly different prices and quotations that cannot be compared. Whether you are buying for a company, an NGO, a school or your own home, the quality of the quotations you receive depends almost entirely on the quality of your request.
This guide shows you how to write a Request for Quotation (RFQ) that gets accurate, comparable quotes from Ugandan suppliers — with templates and a scoring method for choosing the winner.
- A good RFQ states what, how many, to what standard, by when, where and under what payment terms.
- Send the same RFQ to at least three suppliers.
- Compare quotations on total value — quality, delivery, warranty and reliability — not price alone.
- Put the final agreement in writing before paying.
What is an RFQ?
A Request for Quotation is a short document asking suppliers to price a clearly defined product or service. It differs from a Request for Proposal (RFP), which asks suppliers to propose solutions to a problem. Use an RFQ when you know what you want; use an RFP when you need ideas.
The anatomy of a good RFQ
1. Background (two or three sentences)
Who you are and what the purchase is for. Context helps suppliers recommend the right option: “We are a Kampala NGO hosting a 300-person conference at a hotel in Entebbe in March.”
2. Detailed specification
Describe exactly what you need. Include quantities, sizes, materials, colours, brands or equivalents, and quality standards. Attach drawings, photos or samples where possible.
3. Delivery requirements
Delivery location, deadline, and whether installation, setup or training is included.
4. Commercial terms
Your preferred payment terms (deposit, on delivery, 30 days), whether prices should include VAT, currency, and how long the quotation must remain valid.
5. What suppliers must submit
Itemised prices, delivery timeline, warranty, company registration and TIN, EFRIS-compliant invoicing if required, and references for larger jobs.
6. Deadline and contact
When quotations are due and who answers questions. Share answers to questions with all suppliers to keep it fair.
Example: RFQ for event branding
Request for Quotation — Conference Branding
We are hosting a two-day conference for 300 delegates on 12–13 March in Entebbe. Please quote for:
- 1 stage backdrop, 6m × 3m, fabric print with frame, setup and removal.
- 4 roll-up banners, 85cm × 200cm, with stands and carry bags.
- 300 delegate name badges with lanyards (two colours, printed both sides).
- 300 branded A4 notebooks and pens with logo.
- 2 directional pull-up signs.
Artwork will be provided in vector format by 20 February. Delivery and installation at the venue by 11 March, 4pm. Prices VAT-inclusive, valid 30 days. Payment: 40% on order, 60% on delivery. Please include production timeline, sample photos of similar work and company registration details. Deadline: 15 February.
With an RFQ like this, a full-service branding company — BrandAds Limited is one example in Kampala — or a combination of specialist suppliers can each quote accurately, and you can compare like with like.
Example: RFQ for a solar installation
We need a hybrid solar system for a two-storey office in Ntinda. Loads attached (lighting, 15 laptops, 2 fridges, Wi-Fi, CCTV). Required backup: 6 hours. Please quote with system design, component brands and datasheets, warranty terms, installation timeline and after-sales service.
How many suppliers should you ask?
Three to five is a healthy range. Fewer gives limited comparison; more creates admin for you and discourages suppliers who know they have a small chance. On Uglisted, you can post one quotation request and let us match you with relevant businesses — verified ones first — or choose specific companies yourself. Quotations arrive in one place where you can compare price, delivery time and supplier ratings side by side.
Comparing quotations: use a simple scorecard
| Criterion | Weight | Supplier A | Supplier B | Supplier C |
|---|---|---|---|---|
| Price | 40% | |||
| Quality / samples | 25% | |||
| Delivery time | 15% | |||
| Reputation and reviews | 10% | |||
| Warranty and after-sales | 10% |
Score each supplier from 1 to 10 per criterion, multiply by the weight and add up. Adjust the weights to your priorities — for an urgent event, delivery time may matter more than price.
Red flags in quotations
- One total figure with no breakdown.
- A price far below others — ask what has been left out.
- Vague specifications (“good quality banner”).
- Unrealistic timelines.
- Payment requested to a personal account.
After choosing a supplier
- Issue a written purchase order or sign a simple contract referencing the quotation.
- Confirm artwork, samples or designs before production.
- Inspect on delivery against the specification.
- Pay according to agreed terms and request a proper invoice and receipt.
- Leave a fair review — it helps the next buyer and rewards good suppliers.
Frequently asked questions
Should I tell suppliers my budget?
Sharing a budget range can help suppliers propose suitable options, especially for creative or construction work. For standard products, you may prefer to let prices come in competitively.
Is it fair to share one supplier’s price with another?
Negotiation is normal, but sharing confidential quotation documents is not good practice. Ask for a best and final offer instead.