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Ship Supply RFQ Template: What to Include (with IMPA Codes)

Procumare · July 6, 2026 · 6 min read

A well-structured request for quotation (RFQ) is the single highest-leverage document in ship supply. A clear RFQ gets you comparable quotes in one round; a vague one triggers days of clarification emails while your vessel's ETA gets closer. This guide covers what a ship supply RFQ should contain, line by line.

The Core RFQ Structure

Every ship supply RFQ should carry two levels of information: header details that apply to the whole request, and line-item details for each product.

Header Fields

Vessel name, IMO number and type — suppliers price differently for a tanker at anchorage vs. a container ship alongside.
Delivery port and expected date — tied to ETA; include terminal or shipyard restrictions if any.
Currency and tax treatment — state whether prices should include VAT/local taxes.
Quote validity requested — e.g. 14 days, so you can run approvals without re-quoting.
Response deadline — a firm date; late quotes break comparability.

Line-Item Fields

Field	Why it matters
Product description	Generic name plus specification (size, grade, packaging)
IMPA / ISSA code	The six-digit IMPA code identifies the exact item in the Marine Stores Guide; it removes ambiguity better than any free-text description (see IMPA vs ISSA)
Quantity and unit	State the unit explicitly (kg, pcs, ctn, drum) — unit confusion is the most common quoting error
Brand preference	"Preferred brand or equivalent" lets suppliers offer alternatives without guessing
Part / serial number	For technical spares: equipment maker, model and serial number, plus drawings or photos where available
Urgency flag	Distinguish operational must-haves from stock replenishment

Tip: If a line has no IMPA code, add a photo. A picture resolves more specification questions than a paragraph of text — especially for provisions and cabin stores.

Common RFQ Mistakes

Mixed categories in one RFQ. Provisions, deck stores and engine spares often go to different suppliers; splitting them shortens response time.
No quote deadline. Without one, you either wait for the slowest supplier or compare an incomplete set.
Free-format replies. If every supplier answers in their own Excel layout, line-by-line comparison becomes manual work with real error risk. Ask for quotes in your line structure — or use a platform that enforces it.
Ignoring partial quotes. A supplier covering 60% of lines at great prices may still lose to a full-coverage quote on total cost. Compare per line, not just per total.

From RFQ to Order

Once quotes arrive, the process continues with comparison, internal approval, purchase order and delivery. We walk through the full cycle in our Turkish guide, Gemi Tedarik Süreci: Talepten Faturaya — an English version is on the way. Supplying in Turkish ports? See our Turkey ship supply guide.

Send structured RFQs in minutes

Procumare turns your requisition into a structured RFQ, collects supplier quotes in a single comparable format — suppliers don't even need an account to respond — and takes you through approval to invoice on one platform.

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