Quick Answer
Here’s how to write a standing desk RFQ: specify the model number or product description, quantity, preferred trade term and shipping destination, then add your expected arrival date. Add your expected arrival date when you have one. For example, “100 two-leg, dual-motor standing desk frames, CIF Port of Los Angeles, with arrival requested by March 15, 2027” gives a supplier a clear starting point for a quotation.
Last Updated: October 6, 2026 | Author: William | Estimated Reading Time: 5 minutes
The Key Details Suppliers Need to Quote
A request for quotation, or RFQ, sets out what you want to buy and asks the supplier to price that order. Start with the details that define the product and delivery scope.
| Detail | What to provide |
|---|---|
| Model number or description | The supplier’s model number, or a description such as “two-leg, dual-motor standing desk frame, frame only.” |
| Quantity | The quantity for each model or configuration, with the unit clearly stated. |
| Trade term | Your preferred DDP, FOB or CIF basis, with the relevant named place or port. |
| Destination | Country and city, plus the delivery address and postal code for an address-based quote, or the destination port for a port-based quote. |
| Expected timing | The date you want the goods to arrive, and whether that date is fixed or flexible. |
Model Number or Product Description
Use the model number when you have selected a product. If you are still comparing styles, describe the frame and attach a photo, drawing or product link. “Two-leg, dual-motor standing desk frame” is a useful starting point; add “frame only” or “with desktop” to define the supply scope.
Ask the supplier to identify the exact model and configuration in its reply. This gives you a product reference to check against the quotation.
Quantity for Each Item
List different models on separate lines. State whether the quantity refers to frame sets, complete desks or workstations. For a shared two-person frame, specify both the number of frame sets and the number of workstations required.
Trade Term and Destination
Write the trade term together with a place or port:
- DDP: provide the requested delivery address, including postal code and country. Ask the supplier to confirm whether it can quote that destination and identify the delivery scope.
- FOB: state your preferred loading port, or ask the supplier to propose one. Include your destination and any appointed forwarder’s instructions.
- CIF: state the destination port and country. Identify any onward delivery you also need as a separate requirement.
Name the intended Incoterms edition in the request, such as “Incoterms® 2020.” The ICC’s Incoterms® 2020 guidance explains the rules; CIF is a maritime trade term. If you need a different transport arrangement, ask the supplier and forwarder to confirm the appropriate basis.
Expected Arrival Date
Write “required arrival by [date]” when the goods must reach the destination by a particular day. Ask the supplier to confirm feasibility and provide the estimated production and transport schedule.
If your schedule is flexible, request the earliest available arrival estimate. A production lead time alone does not tell you when the goods will reach your site.
Copy-and-Paste Standing Desk RFQ Template
Replace the bracketed fields and send the request with any product references attached.
Subject: RFQ — [quantity] [model number or standing desk description]
Hello,
Please quote the following standing desk order:
Company: [company name]
Model or product description: [model number, or describe the required style]
Supply scope: [frame only / complete desk with desktop]
Quantity: [quantity and unit for each model]
Preferred trade term: [DDP / FOB / CIF], Incoterms 2020
Named place or port: [delivery address / loading port / destination port]
Final destination: [city, postal code and country, as applicable]
Expected arrival date: [date, or flexible — please advise]
Additional requirements, if any: [finish, controls, desktop, packaging, etc.]
Product reference: [attached photo, drawing or link, if available]
Please include:
- Quoted model and configuration, with any differences from this request
- Unit price, currency and total for the stated quantity
- Trade term and named place or port, with included and excluded costs
- Estimated production lead time, its starting condition and arrival timing
- Payment terms and quotation validity
Please identify any details you need from us to complete the quotation.
Best regards,[name]
[company] [contact details]
For a mixed order, replace the single product line with one line per model, description and quantity. If you want both FOB and DDP pricing, ask for two clearly separated quotations for the same product configuration.
Example: Requesting a Quote for Two-Leg, Dual-Motor Desk Frames
This hypothetical example shows a port-based request. The date is the buyer’s requested arrival date, which the supplier still needs to assess.
Subject: RFQ — 100 Two-Leg, Dual-Motor Standing Desk Frames
Hello,
Please quote 100 sets of two-leg, dual-motor standing desk frames.
Supply scope: Frame only, without desktops
Finish: Black
Quantity: 100 frame sets, for 100 individual workstations
Preferred trade term: CIF Port of Los Angeles, USA, Incoterms 2020
Expected arrival at the destination port: By March 15, 2027
Please recommend a suitable model and include its specification sheet.
Please identify the controls and electrical configuration included.
Please quote in USD and show the unit price, total price, included costs
and any exclusions. Also confirm payment terms, quotation validity,
production lead time and whether our requested arrival date is feasible.
Best regards,[name]
[company] [contact details]
For a DDP request, replace the CIF line with the full delivery address and make the requested date an arrival date at that address. Include any receiving restrictions that affect delivery, such as appointment requirements or limited vehicle access.
Add Details Only When They Affect the Quote
Include requirements you already know will affect product selection or cost:
- Desktop: whether it is included, with required dimensions and material.
- Frame configuration: required height range, load requirement, finish or controls.
- Electrical requirements: destination market, power supply and plug requirements.
- Accessories: cable trays, monitor arms or other specified items and quantities.
- Packaging and branding: carton marks, labels, manuals or private-label requirements.
When a specification is undecided, write “please recommend and specify in your quotation.” Ask suppliers to list optional upgrades separately so you can compare the base configuration consistently.
Check the Quote Against Your Request
Before comparing totals, check that each supplier has quoted the same order.
| Check | What the reply should make clear |
|---|---|
| Product | Exact model, frame-only or complete-desk scope, included configuration and any proposed substitutions. |
| Quantity | Number of sets or workstations and the quantity used to calculate the price. |
| Price | Currency, unit price, order total and separately charged options. |
| Delivery basis | Trade term, named place or port, and included and excluded costs. |
| Timing | Production lead time, what starts that period, and estimated arrival at the requested destination. |
| Commercial terms | Payment requirements and how long the quotation remains valid. |
If a reply lists only a unit price, request the delivery basis and remaining charges before using it as your project budget.
To send your requirements to B&H Ergonomics, use the quotation enquiry on its wholesale standing desk supply page. Have your company details, model or description, quantity, trade term, destination and requested arrival date ready for the supply review.