A well-structured medical device RFQ helps procurement teams identify the exact product, compare quotations consistently and reduce avoidable clarification cycles. Use this checklist before sending an RFQ to a supplier or sourcing partner in the UAE.
What to include in a medical device RFQ
1. Manufacturer
State the manufacturer or brand required. If the requirement is brand-specific, say so clearly rather than relying on a generic product description.
2. Exact product reference
Include the catalogue number, reference number or exact model wherever available. For reference-led sourcing, the product reference is one of the most useful identifiers.
3. Size and configuration
Include dimensions, length, diameter, configuration, access route or other product-specific attributes that distinguish one configuration from another.
4. Quantity
State the required quantity and, where relevant, whether the requirement is a one-time purchase or recurring demand.
5. Destination
Provide the delivery city, country and any relevant facility or receiving requirements. Destination can affect documentation, shipping and other order-level considerations.
6. Documentation
Specify the documents required for your procurement process, such as product identification documents, manufacturer documentation, certificates or traceability information where applicable.
7. Shelf-life requirement
If your organisation has a minimum remaining shelf-life requirement, state it in the RFQ so the supplier can check it at order level.
8. Delivery requirements
Include the required delivery timeframe and any receiving constraints. Avoid assuming a delivery date until availability and supply conditions have been confirmed.
How to compare medical device quotations
Compare like-for-like references and configurations. Check manufacturer, reference, size, quantity, packaging, documentation, destination, delivery terms and shelf-life requirements rather than comparing quoted prices in isolation.
For broader procurement planning, see the medical device procurement guide and medical device procurement services.
Reference-led sourcing
AJA International uses a reference-led sourcing approach. Similar product names should not be treated as automatic substitutes. If the exact reference is unavailable, the buyer should review any proposed alternative against the required specification before approval.
Useful product and brand resources
When the requirement is manufacturer-specific, use the medical device brands directory to identify the relevant sourcing page. The medical device product catalogue contains representative product pages that can help with product identification.
RFQ checklist
- Manufacturer / brand
- Exact catalogue or reference number
- Product name
- Size, length, diameter or configuration
- Required quantity
- Delivery destination
- Required documents
- Minimum shelf-life requirement, if applicable
- Delivery timeframe
- Packaging or traceability requirements
- Contact details for clarification
FAQs
Can I send an RFQ without a reference number?
Yes, but provide as much identifying information as possible. A manufacturer, product family, size and configuration can help narrow the requirement.
Should shelf life be included in the RFQ?
Yes, if it is important to your procurement or receiving process. State the minimum remaining shelf life required so it can be checked against the specific order.
Can a supplier suggest an alternative product?
A supplier may identify a possible alternative, but the buyer should verify the specification and approve any substitution before purchase.
Related resources
- Medical Device Procurement in the UAE: Buyer Guide
- How to Choose a Medical Equipment Supplier in Dubai
- Medical Device Quality and Compliance Buyer Guide
- Request a Quote
