Writing an RFQ for Celery and Carrots

What is an RFQ for fresh vegetables?

A request for quotation (RFQ) is a written enquiry that tells a supplier exactly which product, specification, quantity, delivery terms and documents the buyer wants quoted. For fresh celery and carrots, a complete RFQ is what makes offers from different suppliers comparable: if every supplier quotes the same specification, packing, Incoterm and document list, the differences between offers are real differences rather than gaps in the question.

An incomplete RFQ usually leads to a second round of messages. The supplier has to ask which size, which carton, which port and which documents, and the buyer loses time before a firm offer arrives. The checklist below is built so that one message carries everything a supplier needs to reply with a firm offer.

Which fields should a celery or carrot RFQ include?

A celery or carrot RFQ should include nine fields: product and HS code, specification, packing, quantity and frequency, destination port, Incoterm and named place, documents, inspection on arrival, and target arrival window. The example column shows the format of an entry, not a recommended value.

Field	Why it matters	Example entry (format only)
Product and HS code	Fixes what is being quoted and how it will be declared	“Fresh celery, HS 0709.40” or “Fresh carrots, HS 0706.10”
Specification	Grade, size basis and tolerance decide which lot is offered	“Grade and size class as agreed in the contract”
Packing	Carton type, net weight and marking affect loading and labelling	“Carton type, net weight per carton, label language”
Quantity and frequency	Lets the supplier plan supply across the season	“Number of containers per week or per month”
Destination port	Drives the routing and the destination documents	“Port of discharge and final delivery point”
Incoterm and named place	Defines where cost and risk pass to the buyer	“FCA [named container terminal] Incoterms 2020”
Documents	Each market asks for a different set	“Documents required by the importing country”
Inspection on arrival	Agrees in advance what is checked and how	“Points checked on arrival and how results are shared”
Target arrival window	Ties the quote to a harvest and shipping period	“Week or date range of arrival”

Stating the HS code at six digits keeps the RFQ neutral across markets. Under the WCO Harmonized System 2022, fresh or chilled celery other than celeriac is 0709.40, while carrots and turnips are 0706.10; celeriac sits in heading 07.06 instead. National tariff lines add further digits and are confirmed by the importer.

How do you state the specification so quotes are comparable?

The specification is comparable when every supplier quotes against the same named reference and the same size basis. A short description such as “good quality celery” invites offers that cannot be compared.

For celery, China now has a national grading standard: GB/T 47157-2026, Grades and specifications of celery. The official standards platform lists it as a recommended (voluntary) national standard, published on 27 February 2026 and in effect from 1 September 2026. It is not an export or import requirement. Buyers can still ask a supplier to state whether a quote follows it, or to describe the grade and size basis used. Specifications for our fresh celery from Shandong are confirmed on enquiry, so state the grade and size basis you need; grades and sizes are confirmed per order.

For buyers in the EU, celery has no specific EU marketing standard. Regulation (EU) 2023/2429 applies its general marketing standard instead, and a holder who can show conformity with an applicable UNECE standard is treated as meeting it. For size limits and tolerances under a UNECE standard, refer to the applicable standard.

For carrots, the RFQ should state the size basis the buyer wants, for example weight bands or length bands, together with the tolerance accepted within each package. Name the reference document if there is one; otherwise describe the bands in the contract. Specifications and packing for our fresh carrots from Shandong are confirmed on enquiry in the same way.

Which Incoterm should you ask for?

For containerised celery and carrots, ICC guidance points buyers to FCA or CPT rather than FOB, CFR or CIF. An ICC guidance paper on Incoterms 2020 states that FOB, CFR and CIF have an on-board point of delivery that is not suitable for containers, because users have in practice no control over the start of freight cost or the transfer of risk. It recommends FCA and CPT, or CIP if insurance cover is agreed, as the rules that match what happens to containers at ports.

Rule	Delivery point described in the ICC paper	How to write it in an RFQ
FCA	Container terminal at the port of departure	“FCA [container terminal, port of departure] Incoterms 2020”
CPT	Carriage paid to the container terminal at the port of arrival	“CPT [container terminal, port of arrival] Incoterms 2020”
CIP	As CPT, with insurance cover agreed	“CIP [container terminal, port of arrival] Incoterms 2020”
FOB, CFR, CIF	On board the vessel	The paper advises moving container trade away from these rules

ICC also notes that FCA was revised in Incoterms 2020 so that, where the parties agree, the buyer can instruct the carrier to issue an on-board bill of lading to the seller. Whatever rule is chosen, write the named place and the version year, for example “Incoterms 2020”, so the quote cannot be read two ways.

Which documents should the RFQ list for Korea, the EU and the GCC?

The RFQ should list the documents the importing country requires, and the exact list is confirmed after the enquiry. The table summarises public official sources; our export documents by market page explains how the list is agreed for each order.

Market	What the official sources say	Read more
European Union	Regulation (EU) 2019/2072 requires a phytosanitary certificate for carrots (CN 0706 10 00) and leafy celery (CN 0709 40 00) from third countries other than Switzerland. Carrots also need an official statement that soil and growing medium do not exceed 1% of net weight, and leafy celery needs an official statement on the leaf miners Liriomyza sativae and Nemorimyza maculosa.	EU import requirements for fresh vegetables
Saudi Arabia	SFDA’s clearance conditions for fresh vegetables and fruits list documents including a phytosanitary certificate, a copy of the customs declaration, the purchase invoice, a packing list and a certificate of origin, and require refrigerated transport in line with SFDA.FD/GSO 323.	Saudi Arabia and UAE import requirements
South Korea	Requirements depend on the product and the importer, and are confirmed with the importer for each consignment.	South Korea import overview

Asking the supplier to confirm the document list in the quote avoids surprises at the port. How quality checks and documents are agreed is set out on our quality and traceability page.

How do you send your RFQ to AzureRoute Produce?

Send the completed fields on WhatsApp at +86 19931677117, or through the request a quote form. Tell us the product, quantity and destination port; we reply within 24 hours. The document list is confirmed after the enquiry, once the destination and Incoterm are known.

Key takeaways

• Use the nine-field table so that every supplier quotes the same thing.
• Give HS codes at six digits (0709.40 celery, 0706.10 carrots) and let the importer confirm national tariff lines.
• Name a grading reference and a size basis; GB/T 47157-2026 is a recommended standard for celery, not a requirement.
• For containers, write FCA or CPT with a named terminal and “Incoterms 2020”, as ICC guidance suggests.
• List the documents for the destination market and confirm them with the supplier before shipment.