Published 2 November 2026 · Last reviewed 2 November 2026
A useful dental chair quotation lets a distributor identify exactly what will arrive, what remains payable and what evidence is still needed before ordering. Start with one written request for quotation (RFQ), give it a revision number and send the same version to each supplier. Ask suppliers to mark every requested item as included, separately priced, excluded or awaiting confirmation.
Eight items to include in your dental chair RFQ
- Model and quantities: list each intended model, quantity and configuration separately, including delivery layout, upholstery, light, controls and branding. Separate the sample requirement from the proposed production order.
- Bill of materials and accessories: request an itemised bill of materials (BOM) identifying the chair, stool, compressor, suction equipment, camera, handpieces, scaler, curing light and any other requested accessories. Specify quantities and accessory models.
- Electrical version: give the destination voltage, frequency and plug requirement. Request written confirmation for the complete chair and each separately powered accessory.
- Packing and mixed loading: request case count, external dimensions, total cubic metres and gross weight for the complete configuration. Ask for a loading plan covering your actual mix of chairs, compressors, accessories and spares.
- Delivery and payment: state the requested shipping term, named place or port and applicable Incoterms version. Ask for currency, quotation validity, payment milestones, production timing and an explicit list of included and excluded charges.
- Sample and production approval: define the sample configuration, inspection checklist, acceptance record and configuration freeze. Require written approval for subsequent substitutions or changes.
- Model-specific documents: name the destination market and request the current document list for the exact model, manufacturer and brand. Ask for validity and scope to be checked; archived certificate scans must not be treated as current evidence.
- Warranty and parts: request written coverage, exclusions, claim procedure and responsibility for labour, freight, customs and local service. List any first-order spare-parts kit separately.
Make the configuration and BOM match
A heading such as “complete dental unit” leaves room for different interpretations. Attach a configuration sheet with one row per model and option combination. A chair with a different light, instrument delivery layout or accessory pack should have a separate quotation line, even when the base model name is unchanged.
Request accessory brand, model, quantity and connection details rather than accepting “standard accessories”. Distinguish a handpiece tube from an included handpiece, and identify whether a compressor, monitor or camera is supplied in the quoted package. Record any proposed alternative as an option requiring approval.
Use our distributor technical buying guide to prepare the equipment specification. Carry the selected specification into the RFQ so the quotation, sample and production order all refer to the same configuration.
An illustrative quotation comparison
The example below is illustrative only. It shows gaps to resolve in hypothetical quotations; it contains no supplier offers, prices or promised terms. Neither column is ready for approval until the open items have written answers.
| Comparison field | Illustrative quotation A | Illustrative quotation B | Action before comparison |
|---|---|---|---|
| Chair and accessories | Chair and stool itemised | “Complete unit”; stool unspecified | Return the same BOM for confirmation |
| Electrical version | Voltage and frequency stated | Voltage stated; frequency open | Confirm every powered item and plug |
| Packing | Chair case dimensions only | Combined volume without case breakdown | Request complete packing lists for the same order mix |
| Shipping charges | Named departure port stated | “Shipping included”; destination unclear | Align the term, named place and charge boundaries |
| Support | Parts coverage described; freight open | Warranty duration only | Confirm remedies, exclusions and service costs |
Keep unresolved fields visible. Ask for a revised quotation rather than filling gaps with assumptions. Only compare totals after the equipment scope, quantities, currency and delivery basis match.
Connect packing data to the delivery budget
Ask whether packing data includes every accessory and spare-parts carton, and whether units ship assembled or partly dismantled. Request any stacking restrictions and the proposed loading arrangement. For a mixed order, obtain a plan for that combination rather than reusing a capacity figure for one chair model.
Have the supplier and your freight provider identify who pays each quoted charge: collection, export handling, main carriage, insurance, destination handling, clearance, duties or taxes and final delivery. Mark each as included, excluded or pending. Request the basis and validity of freight estimates. Use the resulting cost sheet alongside the equipment quotation when preparing your resale budget.
Approve the sample and documents before releasing production
Agree what sample acceptance means: configuration checks, installation review, functional checks against the supplied instructions, appearance, accessory count and documentation. Record findings with model identification, photographs and a signed acceptance or correction list. Define who approves corrections and when the production schedule can be confirmed.
Freeze the approved BOM, electrical version, branding artwork, labels, manual language and packing revision in the order. For OEM or ODM projects, record ownership and approval of project drawings and tooling where applicable. Use the OEM / ODM enquiry to describe the requested changes, and review our factory information when planning a visit or production discussion.
Check that the document set identifies the exact model being ordered and that the manufacturer and proposed brand details are consistent. Request current validity and scope confirmation; an older website scan alone is insufficient to establish either. Use our market guides to frame questions for your local registration adviser and the relevant authority before committing to an import.
Close the service questions and request a quotation
Ask which replacement parts your technicians should hold, how to identify compatible revisions and what information a claim requires. Confirm who performs local diagnosis and repairs, who pays shipment and customs charges, and how consumables are treated. Review after-sales support and put the agreed responsibilities into the order terms.
Request quotation: send your country, company name, role, intended models and quantity by model through the distributor enquiry form. Include your configuration sheet, electrical requirements, delivery destination and open questions from the RFQ checklist. For private-label or structural changes, add your branding or design brief to the OEM / ODM enquiry.
Talk to the factory
Specifications confirmed in writing, packing data and distributor pricing within one business day.
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