In this guide9 sections
Short answer
A good tile RFQ tells every supplier exactly the same thing: which product (type, size, thickness, finish, edge and look), for what application and technical requirement, in what quantity, packed how, on which Incoterms® rule to which named place, and by when. Write one line per product, give quantities in square metres plus an expected container count, and ask for prices in a fixed format with a stated validity. Suppliers can then quote like for like, and you compare prices rather than assumptions.
Why the request shapes the quotation
A tile price depends on many variables at once: body, format, thickness, finish, design, packing, quantity, Incoterm and destination. Leave any of them open and you receive three numbers that cannot be compared: one for 9 mm non-rectified tile ex-works, one for rectified tile FOB, one that quietly excludes pallets.
When an RFQ leaves a variable open, each supplier fills the gap with its own assumption, usually the one that produces the most attractive number.
A precise RFQ speeds up feasibility checks, exposes the commercial basis, and becomes the reference for sample approval and the purchase order.
Describe each product line completely
Treat every distinct item as its own line. A 600 × 1200 mm marble look in gloss and the same design in matt are two lines: they may run on different glaze or polishing setups and be priced differently.
Type, size and thickness
Use the terms suppliers use (ceramic wall tile, glazed vitrified (GVT), polished glazed vitrified (PGVT), glazed porcelain, full-body porcelain) and give the nominal size in millimetres. Ask the supplier to confirm work size and thickness, because one nominal size can be offered in more than one thickness. Unsure which body suits your market? See our guide to porcelain, ceramic and glazed vitrified tiles.
Finish, look and edge
Name the finish (glossy, satin, matt, lappato, structured) and the look (marble, stone, concrete, wood, plain colour), and attach a reference image. State whether you need rectified edges, ground after firing for tighter tolerances and narrower joints, or non-rectified edges.
Application and technical requirements
Say where the tile will go: walls or floors, residential or commercial, wet areas, outdoors. Then list the properties your customers expect, with the test method rather than a label. Typical items: water absorption class (porcelain is commonly defined as 0.5% or less under ISO 13006 group BIa and ANSI A137.1 Verify the classification your market applies); slip resistance using your market’s method, such as an R-rating, pendulum value or DCOF Verify which slip-resistance method and threshold your market requires; PEI abrasion class for glazed floor tiles; frost resistance for outdoor use in cold climates. If you don’t know a requirement, say so and ask which test reports exist.
What each field tells the supplier
Why each field matters, with vague and clear examples (illustrative only).
| Field | Why the supplier needs it | Vague | Clear |
|---|---|---|---|
| Size and thickness | Determines the press, production line and container weight | “60×120” | “600 × 1200 mm nominal; please confirm thickness and work size” |
| Finish and look | Glaze, polishing and design files differ by finish | “Marble, shiny” | “PGVT high gloss, white marble look, reference image attached” |
| Edge | Rectification is an extra process that affects tolerance | Not stated | “Rectified” |
| Application | Drives body type, surface and test reports | “Floor tiles” | “Commercial interior floor; slip test report requested” |
| Quantity | Sets the production run, packing plan and price tier | “Big order” | “Two designs, one container each, trial order” |
| Incoterm and place | Defines which costs and risks the price covers | “Best CIF price” | “FOB named Indian port and CIF [destination port], Incoterms® 2020” |
| Timeline | Lets the supplier check production slots | “ASAP” | “Ship window 1–15 March, after sample approval” |
Express quantities the way suppliers plan them
Suppliers think in three units at once: square metres for price, boxes for packing and containers for logistics. Give square metres per line, an expected container count, and say whether this is a trial or the start of repeat business. Ask the supplier to convert it into boxes and pallets using their actual packing data: pieces, m² and kg per box, and boxes per pallet.
Don’t assume how much fits in a container. Tiles are dense, so a container usually reaches its weight limit before it is full by volume. The quantity per container therefore depends on format, thickness and packing, and on road weight limits at your end Verify payload limits for your route with your forwarder. Ask each supplier to state it per item. For mixed containers, list the split and ask whether minimums per design apply. If you are unsure about MOQ, ask rather than guess.
Fix the commercial basis so quotes are comparable
Name one Incoterms® rule with its place and version, for example “FOB [Indian port of loading], Incoterms® 2020”. If you also want a delivered price, request it as a separate line, such as CIF [destination port]. An FOB price and a CIF price for the same tile aren’t comparable until freight and insurance are added; our guide to FOB vs CIF for tile importers explains what each includes.
Then ask for one answer format:
- Price per m² and per box, in the currency you name.
- Packing data per item, plus quantity per container.
- What is included: pallets, edge protection, labels, inland transport to port, export clearance.
- What is charged separately: samples, courier, test reports, private-label printing.
- Estimated production lead time after order and sample approval.
- Proposed payment terms and the date the quotation is valid until.
A copy-ready tile RFQ template
Tile RFQ template (plain text)
Copy into an email or document, delete what doesn’t apply, and repeat the product block for each line.
TILE RFQ: [Your company] | Date: [ ] | Ref: [RFQ number] | Reply by: [date]
1. BUYER & MARKET
Company / contact: [name, role, email, phone]
Country and market: [country; retail / projects / distribution]
Business type: [importer / distributor / wholesaler / private label]
2. PRODUCT LINES (repeat this block for each item)
Line [1]
- Product type: [ceramic wall / GVT / PGVT / glazed porcelain / full-body porcelain]
- Nominal size (mm): [e.g. 600 x 1200] Thickness: [mm, or "please advise"]
- Finish: [glossy / satin / matt / lappato / structured]
- Look / design reference: [description; image or design name attached]
- Edge: [rectified / non-rectified]
- Application: [wall / floor; residential / commercial; indoor / outdoor; wet areas]
- Technical requirements: [water absorption class; slip resistance method and value; PEI class for glazed floors; frost resistance if outdoor; other]
3. QUANTITIES
- Quantity per line (m2): [ ]
- Expected containers: [number and size] Mixed container OK: [yes / no]
- Order type: [trial / first order / repeat programme and frequency]
4. PACKING & LABELLING
- Packing: [palletised / loose; pallet requirements, e.g. ISPM 15 treated wood]
- Cartons: [factory standard / neutral / private label]
- Label language and required markings: [ ]
5. COMMERCIAL
- Incoterms(R) 2020 rule and named place: [e.g. FOB (port of loading)]
- Also quote: [e.g. CIF (destination port)]
- Destination port / final place: [ ]
- Currency: [ ] Proposed payment terms: [ ] Quote validity required: [days]
- Quote format: price per m2 and per box; packing data; quantity per container; inclusions and exclusions
6. DOCUMENTS & TESTING
- Test reports requested: [property + standard]
- Certificate of origin: [type, if required]
- Other documents my customs broker requires: [ ]
7. SAMPLES
- Pieces per line: [ ] Delivery address: [ ] Courier account: [ ]
8. TIMELINE
- Target shipment window: [dates]Sending the RFQ: references, suppliers and mistakes
Send several suppliers the identical document, with the same reference and reply-by date. If a question changes the scope, update the RFQ for everyone.
Photos and data sheets of products you already sell show the look and performance you need. Treat them as direction, not instructions to copy: designs and brand names may be protected, so ask for comparable designs from the supplier’s own or licensed range.
Mistakes that slow quotations down
- “Best price for 600x1200”, with no body, finish, quantity, Incoterm or destination.
- Asking one supplier for FOB and another for CIF, then comparing totals.
- Omitting the destination, so freight and documents can’t be planned.
- Writing “anti-slip” or “heavy duty” without a test method and value.
- Leaving packing open; see our tile export packing guide.
Questions to ask
- Which of our technical requirements can you support with current test reports, and from which laboratory?
- What are pieces, m² and kg per box, boxes per pallet and m² per container for each line?
- Is this design in regular production, and is there a minimum per design or colour?
- How long is the quotation valid, and which cost changes could affect it?
- How will lot, shade and calibre be marked on the cartons?
Before you send
- Every line has type, size, thickness (or a request to confirm), finish, edge and application.
- Technical requirements name a test method or standard, not an adjective.
- Quantities are in m² per line, with an expected container count.
- One Incoterms® 2020 rule with its named place, plus the destination port.
- Currency, quote format and validity are requested.
- Packing, labelling and any branding needs are stated.
- Sample quantities, delivery address and ship window are included.
When quotations arrive, shortlist on substance, then request samples and assess them as described in how to evaluate tile samples.
How Thorson Tiles can help
Thorson Tiles is an Ahmedabad-based tile supplier and exporter. We are partners with tile manufacturers in India. Share your RFQ, or enter the same details in our quote request form, and we will check it with suitable partner factories, compare options on a like-for-like basis and send samples. You receive one quotation from us, with availability, MOQ, lead time and specifications confirmed.
Sources & further reading
- Incoterms® 2020 — International Chamber of Commerce (ICC) — official rules and key changes
- ISO 13006:2018 Ceramic tiles — Definitions, classification, characteristics and marking — ISO — water absorption groups
- FAQ on the introduction of DIN EN 16165 — IFA / DGUV — ramp test and R9–R13 ratings
Standards are summarised for orientation only. Buy or consult the current edition of any standard before writing it into a contract or specification.
