Start with the buying situation
State whether the requirement is for a distinctive project specimen, a coordinated landscape group or a repeatable wholesale range. The same dimensions can lead to different selection decisions depending on the intended use.
Describe the tree in comparable fields
- Botanical name, if fixed, and whether alternatives may be proposed
- Required form: single stem, multi-stem, broad canopy, aerial-root character or another visual direction
- Overall height range and crown spread on two axes
- Clear trunk and trunk girth measurement method
- Root-ball or container dimensions
- Quantity and acceptable variation across the group
Separate mandatory criteria from preferences
If every descriptive point is treated as mandatory, suppliers may struggle to propose workable options. Mark the non-negotiable dimensions, then list visual preferences and acceptable ranges. This makes comparison faster without weakening the brief.
Request evidence in one format
Ask every source for the same photo angles, measurement views, date, tree or batch ID and preparation notes. For wholesale orders, request representative views across the proposed batch rather than photographs of only the best tree.
Add commercial and logistical context
Include destination, target timing, expected shipment size, access constraints and whether the buyer wants remote selection or an on-site visit. Ask what preparation, protection, documentation and inland coordination are included in the quotation.
Define the next decision
An RFQ should say what happens after options are received: shortlist, video verification, site visit, final tree marking, commercial confirmation or import-feasibility review. A clear next step prevents quotations from becoming disconnected image collections.
Simple RFQ structure
- Buyer and project context
- Required Ficus form and quantities
- Measurements and tolerances
- Evidence and identification requirements
- Preparation and logistics
- Destination, timing and response format
Frequently asked questions
Should an RFQ include a target price?
It can include a commercial range, but the tree specification and included services must still be clear so offers are comparable.
What if the exact form is difficult to describe?
Provide reference images as visual direction, then translate the important features into measurable or observable criteria.