Occitanie Wine Supplier RFQ: The Template US Buyers Should Send

What an actionable wine RFQ must contain

Open with your legal company name, US contact, importer-of-record status, target state(s), sales channel, intended arrival window and a short description of the audience. Then provide a clear line for each wine style: red, white, rosé, sparkling or other, with preferences for grape variety, origin, organic certification where needed and price positioning. Avoid asking every supplier for its entire portfolio.

Separate must-have specifications from preferences. If a label needs a particular bottle weight, closure or shelf-ready carton, state it up front. If this is only a market test, say so instead of implying national distribution volume.

Copy-ready field structure

Every quote should identify whether it covers stock already bottled, wine awaiting bottling, or future production. Those are materially different propositions for timing and risk.

Ask for two pricing scenarios

Request an initial-trial quantity and a repeat-order quantity, each with its own conditions. Producers may have a different price or logistics minimum when cases are consolidated with another buyer's goods. Confirm packaging units, number of bottles per case, pallet configuration and whether mixed-SKU pallets are possible. Do not assume a minimum order quantity: ask the producer to state it.

Specify the named Incoterm and delivery point. An EXW offer and an FCA offer can appear similar while allocating transport responsibilities differently. See the pricing and logistics guide before building a landed-cost model.

Documents and sample approval

Ask for product sheets in English, alcohol strength, allergens and relevant analyses, bottle and back-label mockups, export documentation capability and any independent certificates you actually need. Where certifications are claimed, request the scope and expiry date. Ask suppliers to note which documents are prepared only after an order.

For samples, confirm quantities, delivery route, customs treatment, freight payer and whether the shipment qualifies under applicable US alcohol import rules. Samples are not automatically exempt from permits or other requirements. Obtain regulatory advice from the US importing partner before dispatch.

How to compare the replies objectively

Do not rank producers solely by €/bottle. Normalize units and currency, then score fit, documentation, replenishment, timeline and after-sales service. Flag ambiguous replies for clarification rather than imputing favorable conditions. Keep a versioned record of the quoted vintage and validity date; do not use an old quotation to market a new harvest.

For an overview of sourcing strategy, return to French wine suppliers for US importers. If your inquiry concerns an exclusive brand, use the separate private-label sourcing guide.