A useful surgical instrument request for quotation (RFQ) identifies the exact instrument, quantity per model, destination, documentation requirements and delivery terms. Without those details, two attractive prices may describe different products or exclude different costs. This checklist helps distributors and procurement teams compare like-for-like offers before committing to an order.
1. Build one specification row per instrument
Do not send only a broad category such as “forceps.” Identify the pattern, overall length, straight or curved profile, working-end features and finish. Include your own item reference and ask the supplier to return it unchanged. A reference photograph can clarify a request, but it should not replace written dimensions or the approved specification.
| RFQ field | What to specify |
|---|---|
| Instrument | Pattern name and buyer item reference |
| Configuration | Length, profile, jaw or blade pattern, finish |
| Material | Required material specification and supporting evidence |
| Quantity | Units per model, not just a total shipment quantity |
| Presentation | Sterile or non-sterile; individual or set packaging |
| Destination | Country, city and intended delivery point |
For example, a request for Kelly forceps should distinguish straight from curved and identify the required serration pattern. A needle-holder request should say whether it needs Mayo-Hegar or Olsen-Hegar, and whether tungsten carbide inserts are specified. Do not accept an alternative solely because the name sounds similar.
2. Separate sample approval from production approval
Ask about sample availability, sample charges and whether the sample represents the proposed production specification. Record its reference and the agreed acceptance criteria. Sample approval should not silently authorize changes in material, markings or packaging. Ask how the supplier will identify the corresponding production batch and manage a proposed substitution.
Use a documented incoming inspection checklist and qualified reviewers for functional assessment. Clinical suitability and reprocessing requirements must follow the manufacturer's instructions and your organization's approval process, not a generic purchasing checklist.
3. Request documents relevant to the destination
List the documents your importer or regulatory adviser requires for the particular device and market. Ask for the legal manufacturer identity, product references, labeling information and applicable conformity evidence. Where a quality-system certificate is offered, verify its issuer, scope, manufacturing site and validity rather than accepting a logo as evidence.
Requirements are not interchangeable across Nigeria, Kenya and South Africa. A shipment routed through Lagos, Mombasa or Durban still needs destination-specific review. Ask your local importer to confirm responsibilities before dispatch. Our procurement consulting page explains the support available; a quotation is not regulatory authorization.
4. Compare the complete commercial offer
Request currency, unit price, minimum order quantity per model, quotation validity, payment schedule and separate charges for samples, marking and packaging. Ask whether lead time starts at payment, artwork approval or sample approval. Distinguish production time from transit and customs clearance.
Specify the proposed Incoterms rule, edition and named place, then clarify freight, insurance, import charges and delivery responsibilities in writing. An inexpensive factory price cannot be compared directly with a delivered price. Review the logistics options with the supplier and your freight partner before comparing total costs.
Copyable RFQ template
Please quote the following instruments: [item reference, pattern, length, profile, material and quantity for each model]. Destination: [country, city, delivery point]. Required presentation: [sterile/non-sterile, packaging and labeling]. Please confirm samples, MOQ per model, documentation available, production lead-time starting point, payment terms, quote validity and freight responsibilities. Please list deviations and additional charges separately. Branding requirements: [none or details].
Send a quote-ready request
Sialcraft's stated MOQ is 12 units per model. Browse the instrument catalog, then send your model list, quantities and destination. Request confirmation of the exact specification and commercial terms rather than assuming catalog wording covers every configuration. Never include patient information in a procurement inquiry.