How to Send a Precise Quotation Request for Wholesale Medical Supplies
A step-by-step guide for importers and distributors on how to structure a quotation request for wholesale medical supplies: product specifications, quantities, Incoterms, destination, and the compliance documents to ask for.
Updated: · Çağrıbaba Export team
Why a Detailed Request Gets You a Better Quotation
Suppliers price faster and more accurately when they have complete information from the start. A request such as "please send a price for blood pressure monitors" produces a vague response. A structured request, submitted through the quotation form, gives the supplier everything needed to check stock, confirm lead time, and calculate freight. The sections below show exactly what to include.
Product Identification: Be as Specific as the Product Allows
Identify each line item clearly. For most medical devices this means providing:
- Product name and category – for example, "wrist blood pressure monitor" or "lumbar support brace"
- Brand or manufacturer preference – Wingmed, Variteks, Beurer, Comfort Plus, and other brands in the catalogue are available; state whether you accept equivalents
- Model or SKU – if you have browsed the catalogue, include the product code; this removes ambiguity
- Size, variant or configuration – for orthopedic supports: size range (S/M/L/XL) and side (left/right where applicable); for hospital beds: number of sections, electric or manual; for wheelchairs: seat width, fixed or removable armrests, weight capacity
- Intended end market – retail pharmacy, hospital procurement, home care distribution, or government tender; this directly affects labelling and documentation requirements
Common Omissions to Avoid
- Leaving size blank for supports, compression stockings, or braces
- Not specifying manual vs. electric for beds and wheelchairs
- Omitting whether dual-language or destination-country labelling is required
- Forgetting to note private label or neutral packaging needs
Quantities and Packaging Details
State the quantity for each product line. The minimum order quantity varies by product and will be confirmed in the quotation. The following packaging information also helps the supplier calculate freight accurately:
- Units per inner carton – if you have a preference based on retail shelf packs or hospital issue sizes
- Total units or total cartons per shipment
- Marking requirements – country of origin marks, private label, or neutral packaging
If you plan to split a shipment across multiple consignees or destinations, state this in the request so freight and documentation costs can be calculated accordingly.
Delivery Terms and Destination
Çağrıbaba quotes on EXW Kayseri, FOB Mersin or İstanbul, and CIF to a named port. The Incoterm you choose determines where your cost and risk begin, and it affects total landed cost significantly.
| Incoterm | Where risk transfers | Who arranges main freight | Best suited for |
|---|---|---|---|
| EXW Kayseri | Ex works, Kayseri warehouse | Buyer | Buyers with their own forwarder in Türkiye |
| FOB Mersin / İstanbul | On board vessel at named port | Buyer | Buyers who manage their own sea freight |
| CIF named port | At destination port | Seller | Buyers who prefer one all-in cost to their port |
Always state the destination port or airport and the country of final destination. For land-border shipments, specify the crossing point. This determines whether a certificate of origin is needed and which trade agreements may apply.
Documents That Support Import Registration
Import registration requirements differ by country. It is the importer's responsibility to confirm what is required locally. Çağrıbaba can supply the following documents with or alongside the quotation, where applicable:
- CE Declaration of Conformity – confirms that the product meets the relevant EU harmonised standards; required by many regulators as a baseline document
- ÜTS registration confirmation – the Turkish national medical device registry (Ürün Takip Sistemi); useful for traceability and for regulators who require proof of registration in the country of manufacture
- Manufacturer ISO 13485 certificate – the quality management standard for medical device manufacturers; commonly requested by hospital procurement committees and tender evaluators
- Certificate of origin – issued on request; needed for preferential tariff claims under free-trade agreements and for certain import licensing procedures
Request these documents at the quotation stage so they can be reviewed before you place an order. Your local regulatory authority or customs broker will confirm which are mandatory in your country.
MOQ, Lead Time and Samples
Minimum order quantities and lead times are product-specific and are stated in the quotation. Do not assume that standard retail pack sizes equal the MOQ for wholesale orders. If you need to verify a product before committing to a full order, state this in your request. Sample availability and any associated conditions are confirmed in the quotation response.
How the Quotation Process Works
Çağrıbaba issues quotations within 24 hours on business days. The process follows these steps:
- Browse the catalogue by category: Medical Products, Orthopedic Supports, Wheelchairs, Hospital Beds, Blood Pressure Monitors, and all other product groups are listed on the site
- Note the product codes, sizes, and quantities for each line item
- Open the quotation request form and complete all fields; attach any tender specification documents if relevant
- Receive the quotation with pricing in USD or EUR, Incoterm, lead time, MOQ per line, and available compliance documents
- Confirm the order and proceed to payment by bank transfer (T/T) or letter of credit
For a full explanation of how ordering and payment work, see the how ordering works page.
Checklist: What to Include Before You Submit
- Product name, brand or model, SKU where known
- Size, variant, and configuration for each line
- Quantity per line (units)
- Preferred Incoterm and destination port or country
- Documents required: CE Declaration, ISO 13485, ÜTS confirmation, certificate of origin
- Labelling requirements: language, private label, country of origin mark
- Intended end market: hospital, pharmacy, home care, or tender
- Sample request, if applicable
- Fixed delivery deadline, if any (for example, a tender submission date)
Frequently asked questions
What is the minimum order quantity for wholesale medical supplies?
The minimum order quantity (MOQ) varies by product and is confirmed in the quotation. Submit your product list and quantities through the quotation request form and the MOQ for each line will be stated in the response.
Which compliance documents can Çağrıbaba provide with a quotation?
Where applicable, Çağrıbaba can supply a CE Declaration of Conformity, ÜTS registration confirmation, manufacturer ISO 13485 certificate, and a certificate of origin on request. Specify which documents you need when submitting your quotation request.
Which Incoterms does Çağrıbaba offer for export shipments?
Çağrıbaba quotes on EXW Kayseri, FOB Mersin or İstanbul, and CIF to a named port. State your preferred term and destination port or country when submitting your quotation request.
How long does it take to receive a quotation after submitting a request?
Quotations are issued within 24 hours on business days, provided the request includes complete product identification, quantities, and delivery information. Incomplete requests may require follow-up before a quotation can be issued.
Can I request product samples before placing a full wholesale order?
Sample availability and any associated conditions are confirmed in the quotation. State your sample request in the quotation form when you submit your inquiry so it can be addressed alongside the pricing response.
