Short answer: send every supplier the same item references, quantity breaks, specification, packing request, destination and delivery basis. Then compare each quote line by line. A low unit price is hard to evaluate when one quote includes a different part, quantity, package or delivery scope.
This guide gives motorcycle parts importers and wholesalers a practical RFQ checklist, a supplier comparison sheet and an email template. It focuses on making offers comparable; suppliers still need to confirm each product’s availability, fitment, specification and commercial terms in writing.
For a concrete RFQ line example, see the Clutch Friction Plate for Honda Supra X110 / Revo 110 / Blade 110 FI catalogue listing. Record the supplier-listed reference and requested application separately, and ask the supplier to confirm fitment for the exact year and market, included quantity, MOQ and commercial terms before ordering.
To clarify whether the minimum is per item, variant or package, see the motorcycle parts MOQ guide.
What to put in a motorcycle parts wholesale RFQ
- One clear line per item. Include the part name, your own SKU, any reference or OEM number you can verify, side or position, and the requested variant. If you do not know the part number, attach clear photos and measured dimensions and mark the identity as unconfirmed.
- The application and evidence. For current catalogue examples, see our motorcycle carburetors category; confirm fitment for the specific year, market and engine revision before ordering. For model-specific parts, state make, model, model year, market or version, and engine or frame code when available. Attach the catalog reference, drawing, sample photos or measurements that support the request. Ask the supplier to state what evidence they used to confirm compatibility. Do not treat “universal” as a complete fitment description.
- Quantity by item and variant. Give the requested quantity for each line, including size, color, left/right side or other variant where relevant. Ask for the supplier’s minimum quantity per item and price breaks at the quantities you actually plan to buy. If you want mixed items or variants in one order, ask whether the supplier accepts that and how the minimum is calculated.
- Specification and finish. List required dimensions, material, surface finish, color, included hardware and any must-have performance or packaging details. Separate mandatory requirements from preferences. Ask the supplier to identify any proposed substitution instead of silently comparing it as the same item.
- Sample and quality checks. State whether you need a sample or pre-production sample. Ask what the sample represents, which dimensions or functions can be checked, who approves it and whether the sample charge is separate. If you require inspection records, certificates or test documents, name the exact document and ask the supplier to confirm whether it is available for that item.
- Retail and export packing. Specify individual packing, labels, barcode or brand artwork, inner quantity and outer-carton markings. Ask which packing elements are included in the quoted price and which are optional. For a detailed label checklist, see our motorcycle parts packing RFQ guide.
- Destination and delivery basis. Give the destination country and city or port, preferred transport mode, requested delivery terms and target shipping window. Ask the supplier to show the quote currency, validity date, estimated production time and any exclusions. Give every supplier the same destination and delivery request so you can compare the same scope.
- Documents and open questions. List the documents your business or destination requires. Ask the supplier to confirm what it can provide for the quoted items, and leave unverified requirements marked as pending. Keep unanswered questions visible in the comparison sheet until they are resolved.
Compare the whole offer, not only the unit price
Create one row per item and one column for each decision that affects your order. A useful comparison sheet includes:
- Supplier name and quote date
- Part identity, reference number and requested variant
- Fitment status and the evidence supplied
- Quantity, minimum quantity and quoted price breaks
- Sample, tooling or other one-time charges, listed separately
- Specification, finish and any proposed substitutions
- Retail packing, labels and carton details
- Currency, delivery basis, destination and quote validity
- Production estimate, requested ship window and exclusions
- Documents promised and questions still open
Mark each field as confirmed, pending or not offered. This makes gaps visible without treating an assumption as a supplier commitment. If two offers still differ, ask both suppliers to revise the same line using the same quantity, specification and delivery request.
Copyable RFQ email template
Subject: Wholesale RFQ – motorcycle parts – [destination country]
Hello,
Please quote the items below for wholesale purchase. Please quote each item separately and identify any minimum quantity, quantity breaks, sample charges or proposed substitutions.
Item list: [part name and reference] / [variant or side] / [vehicle application, model year and version] / [quantity by item]
Specification and evidence: [dimensions, material, finish, photos, drawing or sample reference]
Packing: [individual pack, label, barcode, brand artwork, carton details]
Delivery request: [destination city or port, transport mode, requested delivery terms and target window]
Please confirm: fitment basis, available documents, quote currency and validity, estimated production time, exclusions and any item that cannot be supplied as specified.
Thank you,
[Name, company, role and contact details]
Common comparison mistakes
- Combining several variants into one line, so the quoted quantity or fitment cannot be checked.
- Comparing different order quantities without noting each supplier’s minimum and price break.
- Assuming a photo proves material, dimensions, finish or vehicle compatibility.
- Leaving packaging, labels or shipment destination out of the request, then comparing unlike offers.
- Accepting an undocumented substitute or treating an unanswered question as confirmation.
Frequently asked questions
Can I request a quote without a part number?
Yes. Send the clearest product photos and measurements you have, state the vehicle application and mark the part identity as unconfirmed. Ask the supplier what additional evidence it needs before confirming the item.
Should all suppliers receive the same target quantity?
Yes, when you are comparing their offers. If you also want to explore different order sizes, request the same quantity breaks from every supplier and record each minimum separately.
Should I share my target price?
That is optional. If you include one, tie it to the exact specification, quantity, packing and delivery basis. A target without those details may not describe the same offer you are comparing.
How should I handle an unconfirmed fitment or document?
Keep it marked pending in your comparison sheet and request the missing evidence in writing. Confirm critical application and destination requirements before placing an order.
For model-specific checks, continue with our wholesale motorcycle parts fitment checklist. To send a purchasing enquiry, use the contact page and include the item list and destination details.