What to send suppliers
Good quotes start with good information. Give every supplier the same brief.
- What you will store in each unit and the temperature you need.
- Where each unit will stand: kitchen, store front, back room, AC or non-AC, and roughly how hot it gets in summer.
- Space available: width, depth, height, door swing and the route into the building, including lift and doorway sizes.
- Power available at each position and any known voltage problems.
- Usage: how often doors open, peak service times and whether staff or customers use the unit.
- Your timeline, delivery address and whether installation is needed.
Performance questions
- What temperature range does the unit hold, and at what ambient temperature was that tested?
- What is the pull-down time from ambient to operating temperature, with and without load?
- Is cooling static or forced-air, and how even is the temperature from top to bottom?
- What is the operating voltage range, and is a stabiliser recommended or included?
- What is the energy consumption, and under what test conditions? Does it carry a BEE label where one applies?
Construction questions
| Ask about | Why it matters |
|---|---|
| Steel grade inside and out | Decides resistance to corrosion, salt and cleaning chemicals |
| Insulation type and thickness | Affects running cost and temperature stability |
| Refrigerant type | Affects efficiency, servicing and future availability |
| Condenser position and clearances | Decides whether it fits your joinery and space |
| Shelf count, load rating and adjustability | Decides how much of your actual stock fits |
| Door type, gaskets and hinges | High-wear parts that drive repair frequency |
Commercial questions
- Is the price inclusive of GST, delivery, unloading, installation and commissioning?
- What are the payment terms, and when does the warranty start: invoice, delivery or installation?
- What is the delivery lead time, and what happens if it slips?
- Are accessories, stabilisers, castors or extra shelves included or extra?
- How long is the quote valid?
Service and support questions
- What does the warranty cover, for how long, and what is excluded?
- Where is the nearest authorised service point, and what is the committed response time?
- Which spares are stocked locally?
- Is an annual maintenance contract available, and what does it include?
- Will the supplier train staff on cleaning, loading and basic checks at handover?
Red flags in a quotation
- Capacity quoted only as gross litres, with no shelf count or usable dimensions.
- No stated ambient rating, or a rating that only applies to a cool, air-conditioned room.
- Steel described only as 'stainless' with no grade, or a different grade inside and out that is not disclosed.
- Warranty described in one line with no mention of labour, compressor or exclusions.
- Prices that exclude installation, delivery or a stabiliser that the supplier also says is required.
- Reluctance to put performance claims in writing.
Comparing the quotes
Put the answers into one sheet with a row per question and a column per supplier. Blank cells are information too: a supplier who cannot tell you the rated ambient or the steel grade is telling you something. Convert every quote to a full landed cost including delivery, installation, stabiliser and any extras, and add an estimate of running cost over the years you expect to use the equipment.
Ask for a site visit for large or built-in jobs. A supplier who measures the space, checks ventilation and points out problems before you order is usually the one who will support you after installation.
Frequently asked questions
- How many quotes should I get?
- Three comparable quotes is a common rule of thumb. More is useful only if each supplier answers the same questions; ten vague quotes are harder to compare than three detailed ones.
- Should I always choose the lowest quote?
- Only if it meets the same specification and service terms. Compare landed cost, running cost and support, not just the headline price.
- Should I share my budget in the RFQ?
- Sharing a range can help suppliers propose the right class of equipment instead of the cheapest or most expensive option. Keep the specification fixed so all quotes answer the same brief.
