Fresh produce is not a single, uniform commodity. Price and feasibility change with variety, crop week, grade, size, maturity, defect tolerance, packaging, quantity, destination, shipment date and the point at which cost and risk transfer.

A useful request for quotation does not need to settle every detail, but it should distinguish fixed requirements from preferences and undecided points. That lets the exporter price one clear basis, propose alternatives separately and list exclusions instead of hiding assumptions.

1. Identify the product and commercial specification

State common product name, variety, fresh or other state, intended sales channel and acceptable substitution. Then name the standard or buyer specification, class, sizing method, maturity and colour requirements, permitted defects and tolerances. UNECE standards offer shared language for quality, sizing, presentation and marking, but the RFQ must identify which standard or customer protocol will govern.

  • Product, scientific name or HS code where useful, variety and intended use
  • Class/grade, calibre/count/weight range and tolerances
  • Maturity, colour, Brix or dry matter only where relevant
  • Permitted alternatives quoted as separate options

2. Define quantity, programme, packaging and labels

Separate a trial order from an ongoing programme. Give total net weight or container count, shipment frequency, loading window and required arrival period. For packaging, specify material, format, net weight, cartons per pallet, pallet dimensions, label language and fields, barcode and private-label artwork responsibility. Container and pallet figures remain subject to the final carton dimensions, product weight, ventilation and carrier limits.

  • Trial quantity and target programme by week or month
  • Pack format, net weight, pallet type and dimensional limits
  • Label content, language, barcode and artwork approval
  • Quantity and weight tolerance in the contract

3. Name destination compliance and evidence

Give destination country and entry point, importer requirements and any known permit or phytosanitary wording. Ask for relevant evidence, not “all certificates”: scheme, number, holder, certified product/site, validity and verification. State the destination MRL regime, any stricter customer residue policy, sampling and laboratory expectations, traceability fields and the exact documents needed for customer approval or border entry.

  • Destination, entry point, importer-of-record and broker contact
  • Required certificate scheme and exact crop/site scope
  • MRL/customer residue protocol and lot-linked testing plan
  • Document list with required wording and responsible party

4. Make the route, Incoterm and cold-chain basis explicit

Write the Incoterms® 2020 rule with an exact named place, for example “CIF Rotterdam, Netherlands, Incoterms® 2020,” when that is the agreed basis. The rule does not replace provisions for quality, payment, title, inspection or claims. Also state mode, container type, direct or transshipment route, desired dates, pre-cooling and carriage protocol, ventilation, logger and who approves settings. Freight validity and schedules should be dated and marked indicative or confirmed.

  • Incoterms® 2020 rule and exact named place
  • Loading place, destination terminal and direct/transshipment basis
  • Product protocol, setpoint approval, ventilation and logger
  • Freight validity, schedule status, cut-offs and included charges

5. Require a complete, comparable reply

The quotation should repeat the specification basis rather than only state a unit price. It should identify currency, unit, pack basis, quantity, Incoterms® rule/place, included and excluded costs, freight validity, lead time, loading window, payment terms and offer expiry. It should also state the proposed inspection point, claim-notice period, evidence required and possible remedy. Compare exceptions line by line before awarding the order.

  • Currency, unit, pack basis and quotation validity
  • Confirmed specification points, alternatives and exclusions
  • Lead time, loading window, freight status and payment terms
  • Inspection point, claim deadline, evidence and remedy

The Quality Zone enquiry form already captures the commercial fields that most often change a produce quotation. Complete what you know, mark undecided points clearly and use the message field for buyer-specific tolerances or document wording.

Educational planning guidance, not legal, customs or regulatory advice. Import and certification requirements depend on product, origin, destination and intended use and can change. Confirm them with the importer and competent authorities before shipment.