Quote-ready RFQ template

Flow meter RFQ template

Fuel depots, tanker unloading, industrial transfer, batch control, and reseller replacement meter demand.

10 RFQ fields 3 risk flags 2 QC focus items

Quote gate

Do not quote until liquid media, flow range, accuracy expectation, connection size, pressure, and display/output needs are confirmed.

Buyer use case

Fuel depots, tanker unloading, industrial transfer, batch control, and reseller replacement meter demand.

Escalate before quoting

Buyer asks for a model number only, without line size or real flow range.
Custody-transfer accuracy is implied but no calibration certificate or local approval need is stated.
Fluid viscosity or particles are unknown for oil and depot applications.

RFQ release rule

Do not promise firm pricing, lead time, compliance, freight, or packing until every required technical field is confirmed.

Required RFQ technical fields

Buyer and market

Destination country and import channel Confirm country, port, buyer type, and whether the buyer imports directly or through an agent.
Examples: Kenya / Mombasa / reseller; Philippines / Manila / project owner
Quote risk: Missing destination blocks certificate, packing mark, voltage, and freight assumptions.

Application

Fuel or liquid media Capture diesel, gasoline, kerosene, AdBlue/urea, oil, or mixed product use.
Examples: Diesel only; Gasoline and diesel; AdBlue DEF
Quote risk: Wrong media can lead to seal, hose, meter, and explosion-proof selection errors.
Minimum, normal, and maximum flow range Ask for operating flow rate and whether the buyer needs gravity unloading, pump transfer, or batch dosing.
Examples: 20-120 L/min; Tanker unloading around 800 L/min
Quote risk: Meter technology and size are invalid if the flow range is outside the working band.
Working pressure, temperature, and viscosity Ask for pressure range, fluid temperature, viscosity, and whether the liquid contains particles.
Examples: 0.6 MPa diesel; High-viscosity oil; Need strainer
Quote risk: Body material, seal, rotor, and filter recommendations depend on these values.

Configuration

Connection size, standard, and installation orientation Capture flange/thread standard, pipe diameter, horizontal/vertical installation, and available straight pipe length.
Examples: 2 inch BSP; DN80 flange; Horizontal line with filter
Quote risk: Wrong connection causes immediate installation failure.
Display, pulse output, and batch control need Confirm mechanical register, digital display, pulse output, 4-20mA, preset batch controller, or printer need.
Examples: Mechanical register; Pulse output for PLC; Batch controller with solenoid valve
Quote risk: Electronics, wiring, and control accessories are missed if output needs are vague.

Compliance

Branding, manual language, and label language Ask whether OEM logo, private label, local language manual, or rating label is required.
Examples: English manual; Spanish labels; OEM logo on pump housing
Quote risk: Late artwork changes delay packing and final inspection.
Accuracy, repeatability, and calibration expectation Confirm whether the buyer needs commercial custody transfer, internal control, or rough transfer measurement.
Examples: 0.2% accuracy requested; Mechanical counter only; Calibration certificate needed
Quote risk: Accuracy expectations determine meter class, calibration cost, and claim risk.

Commercial

Quantity, trial order, and timeline Ask for order quantity, sample need, expected ship date, and repeat-order potential.
Examples: 2 sets first order, 20 sets/year; 1 sample kit urgent
Quote risk: Factories may quote the wrong MOQ, lead time, or tooling charge without order scope.
Incoterm and delivery point Confirm EXW, FOB, CIF, CFR, DAP, destination port, and freight quote requirement.
Examples: FOB Ningbo; CIF Tema; DAP warehouse quote needed
Quote risk: Price comparison is unreliable if inland freight, sea freight, or duty scope is unclear.

Packing focus

Confirm export packing method Choose carton, pallet, plywood case, steel frame, or container bracing based on product weight and destination handling.
Anti-rust and moisture protection Protect metal surfaces, threaded ports, electronics, and printed manuals for long sea freight.
Shipping marks and carton labels Apply buyer mark, model, quantity, gross/net weight, country of origin, fragile/up marks, and serial label where needed.
Cap ports and protect register/display Install dust caps on both ports, immobilize moving parts, and protect mechanical registers or digital displays from impact.

Quality focus

Bench calibration against ordered flow range Run the meter in the agreed flow band and record error, repeatability, register operation, and pulse output where applicable.
Connection and body marking inspection Verify flange/thread standard, flow direction mark, body material, serial number, and rating label.

Export documents

Proforma invoice or sales contract Match buyer name, product model, specification, quantity, Incoterm, payment term, lead time, and warranty scope.
Commercial invoice Use the same product description, HS code note, currency, value, shipper, consignee, and Incoterm as booking documents.
Packing list Record carton/crate count, gross weight, net weight, dimensions, marks, and accessory boxes.
Bill of lading, airway bill, or truck waybill Check consignee, notify party, port, container number, seal number, and shipping marks before release.
Certificate of origin when requested Confirm whether the buyer needs ordinary COO, chamber certificate, or trade-agreement form before shipment.
Factory test report and inspection record Attach calibration, pressure/leak, electrical, or run-test report according to product type.
Manual, warranty card, and maintenance guide Provide English manual by default and local-language files when ordered.
Certificate pack for CE, metrology, or explosion-proof claims Only include certificates that match the ordered model, voltage, and configuration; flag gaps before order confirmation.

After-sales spares

Warranty boundary and claim evidence State warranty months, excluded consumables, required photos/videos, serial number, and response path.
Wear-part list and recommended order quantity Prepare part number, English name, photo, usage position, and suggested quantity for one year of maintenance.
Installation and commissioning support path Confirm whether support is by manual, video call, factory video, remote engineer, or local partner.
Meter repair kit Recommended kit: O-rings, gaskets, rotor/oval gear wear parts, strainer element, pulse sensor, and register seal kit.

Private sourcing boundary

This RFQ template collects public technical requirements only. Factory identity, cost negotiation, supplier evaluation, and channel evidence remain inside the private operating workflow.

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