Wholesale Ordering from Thailand: How to Send an RFQ, Compare Quotes and Close with Verified Suppliers

How wholesale ordering direct from Thai suppliers works

The wholesale ordering model through a B2B marketplace such as THAIMOST (thaimost.com) differs from traditional buying in one core respect: the buyer talks directly to a Thai business that has gone through verification, rather than placing trust in a consolidator.

The process has four steps:

1. **Discover**: find products or suppliers by industry, certifications and production capability. 2. **Send an RFQ** (request for quotation) or request samples directly from one or several verified suppliers. Sending an RFQ is completely free. 3. **Compare quotes** on price, minimum quantity, lead time, certifications and delivery terms offered by each supplier. 4. **Order and transact** through direct messaging with the supplier.

At the current stage, payment is made directly between buyer and supplier; THAIMOST does not process payments and does not hold funds. This means you keep full control over negotiating terms, and it is also why you need to carry out your own due diligence, as discussed in the sections below.

Preparing before you send an RFQ: the information that determines quote quality

A thin RFQ attracts generic quotes that cannot be compared. A complete RFQ helps suppliers answer precisely and shows you who can really deliver. Before sending, prepare:

• **A specific product description**: name, specification, volume or weight, packaging type, labelling requirements (original label, private label or bilingual label).
• **Expected quantity** for the first order and the anticipated reorder frequency. Suppliers need this to quote by tier.
• **Preferred delivery terms**: collection at the factory warehouse, delivery to a port or border gate, or delivery to your warehouse. Name the destination gate or port.
• **Required documents**: commercial invoice, packing list, certificate of origin, certificate of free sale or ingredient documents, depending on the product group.
• **When you need the goods**, so the supplier can check against the production schedule.
• **Information about you**: company, sales channel, market. Serious Thai suppliers prioritise buyers with a clear profile.

Sending the same RFQ to several suppliers in the same industry is the fastest way to get a realistic basis for comparison.

Reading a supplier profile: badges, business type and what verification does not cover

On THAIMOST, supplier profiles present a three-tier trust system of Verified, Audited and Certified with badges:

• **Verified Supplier**: business identity has been verified (KYC/KYB).
• **Factory Audited**: the production facility has been inspected.
• **Gold Exporter**: a track record of export activity.
• **Top Response**: responds to buyers quickly and consistently.

Equally important is the **supplier type**: Manufacturer, OEM/ODM Factory, Brand Owner, Distributor, Trading Company or Export Company. The platform clearly distinguishes these types and a trading company is not labelled as a factory. Each type has its role: factories suit buyers who need source pricing and made-to-order production, while distributors and export companies suit buyers who want to consolidate several brands in one shipment or need a partner used to handling documents.

To be direct: verification reduces risk but is not a guarantee. Buyers still need to do their own due diligence, confirm samples and put terms in writing before transferring money.

Comparing quotes: five criteria instead of price alone

When quotes come in, set them side by side on five criteria:

• **Price by quantity tier and the delivery terms attached.** Two prices are only comparable under the same delivery terms (Incoterms). Ex-works price and price delivered to the border gate are two different numbers.
• **Minimum quantity and the ability to mix SKUs.** Some suppliers allow several SKUs in one order, which is very valuable for a first shipment.
• **Production and delivery time** as committed by the supplier in its own quote, taking Thai public holidays into account.
• **Certifications and documents included** for each item, and the cost if additional documents are needed.
• **Payment terms**: deposit percentage, timing of the balance, method.

Do not immediately discard a higher quote. Once converted to landed cost at your warehouse, including freight, duties, documents and risk, the ranking can change. For goods with existing brands such as popular cosmetics or herbal products, an official distribution source such as ThaiNex (thainex.com) can be a complementary option alongside ordering direct from factories.

Samples, terms and payment: closing the order safely

Before placing the first wholesale order, go through three small steps:

**Request samples.** Ask for samples from the very batch or product line that will ship, and check labels, packaging, batch numbers and expiry dates. If the product requires testing in Vietnam, use this sample to work with the testing laboratory. Sample cost and sample shipping are agreed between the two parties.

**Put terms in writing.** Even if you transact via messaging, close with a signed contract or purchase order stating specification, quantity, price, delivery terms, accompanying documents, acceptance standards and how non-conforming goods are handled.

**Pay with controls.** Because payment takes place directly between the two parties, prefer bank transfers to an account in the name of the verified legal entity, split into instalments tied to production and shipping milestones, and keep all transfer records. For large lots, consider pre-shipment inspection by an independent inspection company.

Import regulations for each product group in Vietnam should be checked with the regulator or your customs clearance agent before closing the order.

The Thai product groups most often ordered wholesale and what to watch for

The focus industries of Thai suppliers on THAIMOST reflect Thailand's export strengths:

• **Rice**: many varieties, graded by broken percentage and packing standard. The RFQ should state the grade, bag specification and destination port.
• **Food and beverages**: noodles, snacks, dried fruit, fruit juice, seasonings, coconut products. Ask carefully about remaining shelf life on delivery and labelling requirements.
• **Cosmetics and personal care**: sunscreen, skincare, soap, hair care. Documents for product notification in Vietnam should be stated in the RFQ.
• **Herbal and wellness**: balms, ointments, herbal teas, spa products. Note the product classification on import.
• **Packaging**: bottles, jars, pouches, boxes for the food and cosmetics industries. Technical drawings and samples are needed before closing.
• **OEM/ODM**: private label production in cosmetics, supplements and herbal products.

For each group, Thai suppliers will ask about the destination market because labelling and document requirements differ. Answering clearly in the RFQ shortens the number of exchange rounds.