Quote-ready RFQ template

Hose reel and fuel nozzle RFQ template

Replacement parts, reseller stock, station accessories, depot service parts, and workshop transfer kits.

10 RFQ fields 3 risk flags 2 QC focus items

Quote gate

Do not quote until fuel media, nozzle type, hose length and diameter, fitting/thread standard, quantity, and carton label needs are confirmed.

Buyer use case

Replacement parts, reseller stock, station accessories, depot service parts, and workshop transfer kits.

Escalate before quoting

Buyer only says 'fuel nozzle' without thread, fuel media, shutoff type, or flow target.
Replacement order lacks photos, measurements, or existing fitting details.
Mixed small-SKU order has no carton, barcode, or label plan.

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.
Hose length, diameter, and pressure rating Ask for hose length, inner diameter, working pressure, reel type, and transfer flow expectation.
Examples: 4 m x 3/4 inch hose; 10 m hose reel; 1 inch high-flow hose
Quote risk: Hose rating and reel sizing are invalid without length, diameter, and pressure information.
Fuel and media compatibility Confirm diesel, gasoline, kerosene, oil, AdBlue/DEF, or mixed media use.
Examples: Diesel dispenser replacement; AdBlue nozzle; Lubricating oil hose
Quote risk: Seal, hose liner, and spout material must match the media.

Configuration

Nozzle type and shutoff behavior Confirm manual, automatic, metered, high-flow, or AdBlue nozzle demand and whether shutoff certification is needed.
Examples: Automatic diesel nozzle; Manual gasoline nozzle; Metered nozzle for oil
Quote risk: Nozzle body, spout, trigger, shutoff mechanism, and seal choice change with this field.
Inlet/outlet fitting, thread, and swivel standard Capture BSP, NPT, flange, swivel, hose-tail, and existing equipment connection details.
Examples: 3/4 inch BSP swivel; 1 inch NPT inlet; Hose-tail fitting set
Quote risk: Wrong thread or fitting causes immediate replacement-order failure.

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.
Carton, label, and private-pack requirements Ask whether mixed accessory SKUs need inner cartons, barcode labels, language labels, or neutral packing.
Examples: Neutral carton with barcode; Bulk accessory carton; Retail label required
Quote risk: Small accessory orders become hard to inspect and receive if carton labeling is not defined.

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 spouts, triggers, swivels, and threaded fittings Use caps, sleeves, dividers, and inner bags so metal parts do not scratch bodies or deform trigger guards.
Control accessory cartons by SKU, size, and label Separate mixed nozzles, hose coils, reels, swivels, and fitting kits with visible model and quantity marks.

Quality focus

Trigger, shutoff, swivel, and thread inspection Check nozzle trigger movement, automatic shutoff where applicable, swivel rotation, spout fit, and thread gauge match.
Hose marking, crimping, and pressure rating check Verify hose markings, crimp quality, reel rotation, pressure rating, and media compatibility against the 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.
Accessory service kit Recommended kit: seals, swivels, spouts, fitting sets, hose clamps, trigger guards, and hose-tail adapters.

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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