How to Respond to RFQs and Win More Orders

Every lead in your Tradoi inbox is a Verified Lead. It comes from a buyer we have verified, and it lands with you because you sell what that buyer is looking for. The matching is already done, so you are not chasing strangers or fake phone numbers.

What is left is the part you control: replying quickly and quoting well. Do those two things consistently and Tradoi sends you more leads, because buyers trust a supplier who answers, and the platform shows your business to more of them.

This guide walks you through the whole thing, from a buyer enquiry arriving in your inbox to the order being agreed.

What wins RFQs

• Reply within 72 hours, even if your reply is a polite no. A quote and a clean decline both count.
• A clear quote that covers price, GST, delivery, payment terms, and how long the quote is valid.
• A strong response rate, because answering on time earns trust and brings you more leads.
• One or two useful follow-ups, and no more than that.

Open Your Verified Leads

These are buyers who came looking for exactly what you sell. Start with the freshest ones.

Your leads sit under Leads, in the side menu on desktop and the bottom bar on mobile. The inbox is called Verified Leads and shows a running count of how many are new. Six tabs keep everything sorted: All, New, Quotations Sent, Won, Lost, and Saved.

• Work the New tab first, while the enquiry is fresh and the buyer is still deciding.
• Every lead shows a match score, which tells you how well your products fit what the buyer asked for. It also takes in your Trust Score, your business verification, how close their budget is to your pricing, and how you have answered enquiries before.
• You only get Verified Leads once your business is verified and you have live products on Tradoi. That is the same reason the buyer on the other end takes you seriously. If you are not verified yet, start with the seller registration guide and you will begin receiving these leads.

Reply Within 72 Hours

Reply fast and you keep your score strong and stay ahead of slower suppliers.

The lead does not disappear at 72 hours. It stays open until the buyer's own deadline, which can be 3, 7, 14, or 30 days depending on the request, and your inbox shows how many days are left on each one. The 72 hours matters for a different reason: replying inside that window is what keeps your response rate healthy. Replying means either sending a quote or saying no, and both count. The only real mistake is staying silent.

• Keep your response rate at 80% or higher and you earn +3 Trust Score points. You can read more in the Trust Score guide.
• When you answer quickly, Tradoi shows your business ahead of suppliers who are slow to reply, and that is especially true on urgent requests. Reply fast and well, and the platform sends you more leads.
• Let enquiries sit unanswered and the reverse happens, so fewer reach you over time.

Send a Quote That Wins

A clear quote builds trust before the buyer has even spoken to you.

Open the lead and send a proper quote. You can build it right inside the buyer chat. Cover the basics every B2B buyer checks before they say yes.

• Give your price per unit and spell out the unit, whether that is per piece, per kilogram, or per metre.
• State the total amount, and say clearly whether it includes GST or not. Buyers notice when this is left vague.
• Promise a delivery timeline you can actually hit, and it is better to underpromise here. Then add your payment terms and how long the quote stays valid.

What sets you apart

• Mention the certifications your buyer's market expects, such as ISO, FSSAI, or BIS. Offer a sample before the full order, note any bulk discount, and add a line about your track record.
• When the buyer taps Accept, your quote becomes an order and the Tradoi Digital Handshake begins. If you need to revise the quote, every version is saved as a counter-offer, so neither side is ever confused about what was finally agreed.

Not a Fit? A Clean No Still Counts

A clear no is better than a half-hearted quote, and it is far better than silence. Saying no counts as a response, so it protects the response rate you are building.

• Decline when the request is outside what you make, below your minimum order quantity, in a place you do not serve, or on a timeline you cannot keep.
• Add a one-line reason. It reads as professional, and buyers remember a supplier who was straight with them.
• Either way you have answered in time, so your response rate stays healthy and the buyer is not left waiting.

Follow Up Without Chasing

Plenty of orders are won on a calm, useful follow-up rather than the first quote alone. The trick is to add something helpful, not pile on pressure.

• Wait a day or two before your first nudge, then make it useful. Answer a question, clear up a term, or share an updated delivery time.
• Two or three follow-ups is the limit. Past that, you are chasing.
• Keep every message inside Tradoi's chat, because that is where the quote, the order, and the full record all live together.

Conclusion

Responding to RFQs is a habit, not a trick. Reply on time and the leads keep coming. Quote clearly and you earn trust before the first phone call. Say no with grace and the buyer remembers you next time. Do this day after day and it works in your favour, with every verified lead a chance to start a relationship, not just close one sale.

Common Questions

How long do I have to respond to an RFQ on Tradoi?

The lead stays open until the buyer's own deadline, which is 3, 7, 14, or 30 days depending on the request, and your inbox shows the days left on each one. Replying within 72 hours is what keeps your response rate strong, but the lead does not vanish at 72 hours.

What happens if I do not respond to a lead?

Silence is the only real mistake. Leaving enquiries unanswered lowers your response rate, and over time fewer leads reach you because Tradoi favours suppliers who reply. Either send a quote or decline, but answer.

Does declining a lead hurt my score?

No. Declining counts as a response, so it protects your response rate. A clear no is better than a half-hearted quote and far better than silence. Decline when the request is outside what you make, below your minimum order quantity, in a place you do not serve, or on a timeline you cannot keep.

What should a good B2B quote include?

Price per unit with the unit spelled out, the total amount, and whether it includes GST. Then add a realistic delivery timeline, your payment terms, and how long the quote stays valid. Mention relevant certifications such as ISO, FSSAI, or BIS, and offer a sample if you can.

How does a high response rate get me more leads?

Keep your response rate at 80% or higher and you earn +3 Trust Score points. Answering quickly also moves your business ahead of slower suppliers, especially on urgent requests, so Tradoi shows you to more buyers.