Actively hunt for large orders through Alibaba's RFQ system

In the context of global digital transformation, exporting through Alibaba has become a core strategy for thousands of small and medium-sized enterprises (SMEs) in Vietnam. Instead of passively posting products on booths and waiting for partners to come to them, smart businesses are now switching to proactive attacks. This B2B playground provides an extremely powerful weapon to help businesses proactively seek and directly access demand from the international market, which is the RFQ (Request for Quotation - Request for Quotation) system.

To help businesses optimize the cost of opening an Alibaba store and turn this proactive feature into a mass order closing machine, the article below will list in detail the process, tips and ways to hunt for large orders through the RFQ portal.

What is the nature of the Alibaba RFQ system?

Understanding how this online bidding portal operates will help the business's sales department systematically reshape its customer outreach strategy.

Learn about the RFQ system on Alibaba

5 steps to proactively hunt for large orders through the RFQ system

To win the quote race against competitors from around the world, businesses need to adhere to the following strict operating procedures.

1. Set up smart RFQ filters according to industry and target market

Every day, thousands of RFQs are pushed to the system. Without setting up filters, businesses will be overwhelmed by a sea of ​​information and waste time on inappropriate orders.

• Core keyword settings: Enter exact product keywords in English with their variations into the RFQ search engine.

• Use advanced filters: Categorize orders based on purchase quantity (priority is given to FCL orders - full containers), buyer's geographic area (US, EU, Japan, India) and accompanying certification requirements.

• Set up automatic notifications (RFQ Alert): Enable the feature to receive notifications via email or mobile application as soon as a new RFQ matching the factory's production capacity is posted.

2. Screen and identify Big Buyers, eliminate fake accounts

To protect the business's capital flow and time, assessing the buyer's reputation right on the RFQ newsletter is mandatory.

Screening and identifying large buyers

3. Develop a professional and comprehensive quotation

The price quote on the RFQ is the face of the business. A sketchy bid that only lists the price will be immediately deleted by Big Buyers.

• Provide a transparent price structure: Clearly list the unit price corresponding to each quantity limit (the larger the MOQ, the more preferential the price). Clearly state the accompanying international delivery conditions (Incoterms) such as FOB or CIF so customers can easily calculate shipping costs.

• Attach standardized technical documents: Upload PDF files containing detailed product specifications, actual photos taken at the factory and scans of international quality certificates that the business owns.

• Propose a customized solution (OEM/ODM): Clearly state the ability to support customizing packaging and printing the customer's own brand logo to increase competitive value compared to competitors who only sell existing products.

4. Response speed and "golden hour" strategy

On the B2B floor, speed is money. Sending a quote late means you lose the opportunity to reach customers.

• Take advantage of the "Top 3 first responses" rule: Businesses that submit top quotes always receive special attention and the open rate of buyers is 60% higher than businesses that send later.

• Aligning with international time zones: Export sales teams need to pay attention to time zone differences in key markets. Reviewing and sending RFQs in the early morning or early afternoon according to the buyer's country's time zone will help your bid appear as soon as they turn on their computer.

5. Follow up and take care of RFQ post-production to convert into actual orders

The application hunting process doesn't stop at pressing the "Send quote" button. Persistence in the after-sales stage determines up to 70% of the successful contract closing rate.

• Proactively expand direct communication channels: As soon as the system opens the connection portal after the quote is accepted, proactively message buyers via the TradeManager tool to send greetings and inquire about the progress of reviewing the quote.

• Proposal to send samples (Sample Request): Proactively offer solutions to send free sample products to customers to check the quality in advance, buyers only need to support international express delivery costs. This is a strategic step to help realize the transaction as quickly as possible.

Dual benefits when businesses master the RFQ tool

Skillfully operating this online bidding portal gives Vietnamese businesses three core competitive advantages.

• Maximize capital flow efficiency: Help businesses proactively solve the problem of finding customers, shorten capital turnover time and increase the speed of orders right after opening a store.

• Deeply understand world market flows: Through reading daily RFQ requests, businesses will accurately grasp consumer trends, the latest technical regulations and the hottest B2B keyword system that the world is looking for.

• Upgrade reputation and quality score on the floor: Alibaba's system always recognizes and adds high display quality points to sellers who are active, respond to RFQ regularly and have a high conversion rate from RFQ to successful orders.

Example RFQ on member account

Single hunting strategy optimization solution

for Vietnamese businesses

In fact, self-study from the stage of installing filters, writing standard business English quotations to negotiating freight rates, and avoiding the risk of capital confinement in the system often causes SMEs to encounter many technical barriers. Many businesses invest large budgets but operate improperly, leading to waste of floor resources.

Therefore, finding a professional booth opening consulting unit is the optimal solution to help businesses get on the right track right from the beginning. Market-savvy experts from the Alibaba Vietnam system will accompany businesses to:

• Standardize the booth interface, synchronize the internationally certified factory image system to create a strong impression when Big Buyers visit after receiving the RFQ.

• In-depth training on writing price quotes, optimizing industry keywords and negotiating techniques to close high-value wholesale contracts.

• Instructions on the process of activating and smoothly using online protection tools, absolutely protecting the safety of the business's cash flow throughout the international trade process.

RFQ Alibaba is not just an accompanying feature, it is a proactive trading portal that brings high quality Vietnamese products straight into the global supply chain. With careful preparation, quick response speed and professionalism in each quotation, Vietnamese businesses can completely master the game, confidently hunt for large container orders and bring their brand to a strong level in the international arena.

Contact us for advice on opening a booth - Don't wait another day!

Are you in Dong Nai, Binh Duong or Ho Chi Minh City? COMPANY LIMITEDALIBABA.COMVIETNAM - ALIBABA VIETNAM is ready to support:

• Head office: 19th Floor, Saigon Center Building, No. 67 Le Loi Street, Ben Nghe Ward, District 1

• E-mail:[email protected]

• Phone: +84 0987258510 (Mr. Dan - main consultant)

• Branch 1: 10th Floor, Becamex Tower, 230 Binh Duong Avenue, Thu Dau Mot, Binh Duong

• Branch 2: 9th Floor, TTC Plaza, Vo Thi Sau, Thong Nhat Ward, Bien Hoa City, Dong Nai

• Branch 3:123 Cong Hoa, Ward 12, Tan Binh, Ho Chi Minh City 700000, Vietnam

Call now 0987258510 – Mr. Dan for free consultation, support in opening a booth, optimizing products and exporting plans to the West in 2026. No consultation fee, no commitment, just need you to be ready to act!