Quote-ready RFQ template

Fuel dispenser RFQ template

Station operators and fleet depots buying single-nozzle, multi-nozzle, mini, or POS-ready dispensers.

10 RFQ fields 3 risk flags 2 QC focus items

Quote gate

Do not issue a firm quote until nozzle count, fuel type, flow rate, voltage, and POS/printer needs are confirmed.

Buyer use case

Station operators and fleet depots buying single-nozzle, multi-nozzle, mini, or POS-ready dispensers.

Escalate before quoting

Buyer only says 'gas station pump' without nozzle count or fuel type.
Destination has strict metrology approval but buyer asks for the lowest commodity price.
POS or tax-control integration is requested without a protocol document.

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.
Target flow rate per nozzle Ask for standard retail flow or high-flow fleet fueling requirement.
Examples: 45-60 L/min; 80 L/min high-flow diesel
Quote risk: Pump, meter, hose, and nozzle sizing can be wrong without the flow target.

Configuration

Nozzle, hose, and product count Confirm number of nozzles, hoses, products, displays, and whether each side needs independent fueling.
Examples: 2 nozzles / 2 products; 4 nozzles / 2 products / double display
Quote risk: Cabinet, meter, hose, solenoid valve, display, and controller BOM change with this field.
Controller, printer, POS, and protocol Confirm standalone use, printer, IC card, fleet management, or POS integration needs.
Examples: Standalone with printer; POS-ready protocol; IC card management
Quote risk: Electronics and software compatibility are frequent causes of after-sales disputes.

Electrical

Voltage, frequency, and phase Confirm local power supply and whether the dispenser needs AC motor or DC backup options.
Examples: 220V 50Hz single phase; 380V 50Hz three phase
Quote risk: Motor, controller, transformer, and safety certification depend on this.

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.
Local metrology and safety certificate demand Ask whether CE, OIML-style test report, explosion-proof documents, or local type approval support is required.
Examples: CE requested; Local metrology import review; No certificate, spare market
Quote risk: Certification scope can change supplier selection, cost, and delivery date.

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.
Protect cabinet, display, keyboard, and glass surfaces Use foam blocks, film, corner guards, and a rigid crate so the door and display do not carry load.
Seal accessory box inside the dispenser crate Include nozzle, hose, manual, keys, calibration seal parts, and agreed spare parts list.

Quality focus

Meter calibration and repeatability check Verify flow meter calibration, display reading, totalizer, and nozzle cut-off behavior before packing.
Electrical run test with buyer voltage Power the dispenser at the confirmed voltage and test pump motor, display, printer, and emergency stop.

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.
Dispenser service kit Recommended kit: nozzle seals, hose swivel seals, pulser, keyboard film, printer paper, filters, and solenoid valve seals.

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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