Quote-ready RFQ template

Fuel transfer pump RFQ template

Workshops, farms, truck fleets, fuel distributors, and OEM kit builders buying AC/DC pump sets and transfer kits.

10 RFQ fields 3 risk flags 2 QC focus items

Quote gate

Do not quote until fuel type, target flow/head, voltage, duty cycle, inlet/outlet size, and kit accessories are confirmed.

Buyer use case

Workshops, farms, truck fleets, fuel distributors, and OEM kit builders buying AC/DC pump sets and transfer kits.

Escalate before quoting

Buyer compares pump-only price with complete kit price.
Gasoline use is mentioned but explosion-proof requirements are ignored.
DC pump request does not include battery voltage or expected duty cycle.

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.
Flow rate, head, suction lift, and duty cycle Ask for transfer distance, vertical lift, expected L/min, continuous or intermittent work, and daily use hours.
Examples: 40 L/min, drum transfer; 80 L/min, 3 m suction lift; Continuous depot duty
Quote risk: Pump curve, motor size, bypass design, and thermal risk depend on these values.
Seal and material compatibility Ask if the liquid is diesel, gasoline, kerosene, oil, AdBlue, or blended fuel.
Examples: Diesel only; Kerosene; AdBlue not fuel
Quote risk: Seal and wetted material selection must match the media.

Configuration

Pump-only or complete kit scope Clarify whether quote includes meter, hose, nozzle, filter, suction pipe, drum adapter, base, or box.
Examples: Pump only; Pump + meter + 4 m hose + auto nozzle; Complete portable box kit
Quote risk: Pump kit pricing varies widely based on accessories.
Inlet/outlet size and installation Capture port size, thread standard, tank/drum mounting, hose length, and filter need.
Examples: 1 inch BSP; Drum mount; Tank outlet with filter
Quote risk: Wrong port or hose size creates field installation problems.

Electrical

Voltage, motor type, and explosion-proof need Confirm 12V, 24V, 110V, 220V, or 380V and whether gasoline or hazardous-zone use requires explosion-proof selection.
Examples: 12V DC truck kit; 220V AC diesel pump; Explosion-proof gasoline transfer
Quote risk: Motor and safety category errors are high-risk after-sales issues.

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.

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.
Bag fittings and protect threaded ports Cap inlet/outlet ports, bag fittings separately, and secure meter/nozzle accessories so they do not damage the pump body.

Quality focus

Pump run test under confirmed voltage Test startup, flow, noise, bypass behavior, leakage, switch, cable, and thermal rise for the ordered configuration.
Complete kit accessory count Check meter, hose, nozzle, filter, clamps, cable, plugs, manual, and carton label against the sales order.

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.
Pump wear-part kit Recommended kit: vanes, seals, bypass valve parts, switch, cable clamp, filter element, nozzle seal, and hose swivel seal.

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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