A request for quotation (RFQ) is a structured request asking a supplier to price a defined product and state the commercial conditions behind that price. When buying from China, a vague message such as “Please send your best price” often produces answers that cannot be compared: one supplier may assume a stock product, another may include packaging, and a third may quote a different minimum order quantity.
The purpose of an RFQ is not to make a supplier promise what cannot yet be known. It is to make the required product, quantity, assumptions, costs, timing, and unresolved questions visible before you commit to a sample or purchase order.
RFQ vs. inquiry vs. purchase order
- Initial inquiry: helps establish whether a supplier may be relevant and whether it can discuss the product.
- RFQ: asks shortlisted suppliers to quote a defined requirement and disclose exceptions or assumptions.
- Quotation or pro forma invoice: records the supplier's offer and its commercial terms. Check that the product scope and delivery basis match your RFQ.
- Purchase order: authorizes a specific order under agreed terms. It should not quietly introduce a new specification or contradict the accepted quotation.
The U.S. International Trade Administration describes a pro forma invoice as a quotation in invoice format and lists useful details such as seller and buyer information, product descriptions, unit prices, delivery terms, payment terms, estimated shipment date, and validity. Use those details as a completeness check, not as a substitute for reviewing the rules and documents applicable to your transaction.
Step 1: Define the product before asking for price
Give the product a name and a reference number. Attach drawings, dimensions, reference photos, material requirements, or an existing sample description when available. Mark each requirement as one of three types:
- Must match: a requirement that cannot be changed without your written approval.
- Acceptable alternatives: substitutions the supplier may quote separately.
- Not decided yet: an open question that must be resolved before production.
For example, “blue plastic storage box” is not enough if material grade, wall thickness, dimensions, lid fit, colour, or retail packaging affect function and cost. Specify measurable details where possible. If you do not know a tolerance or technical standard, state that it needs discussion instead of inventing a number.
Step 2: State quantity and variants clearly
Price depends on quantity, but the quantity must be unambiguous. State the first-order quantity and request price tiers if useful. If there are different sizes, colours, models, or packaging options, show the quantity per variant rather than only the grand total.
Ask suppliers to identify the MOQ for the product itself and for any custom component, colour, logo, or packaging. A supplier may have a low MOQ for a stock item but a higher MOQ for custom printing or a special material. Keep those conditions separate.
Step 3: List all cost components you need quoted
Ask suppliers to quote the same cost lines so you can compare like with like:
- Unit price at each requested quantity tier and currency.
- Sample cost, sample lead time, courier cost, and revision charges.
- Tooling, mould, artwork setup, or other one-time charges, including who owns any paid tooling.
- Individual packaging, export carton, labels, inserts, and custom branding.
- Testing, certificates, or documentation where relevant to the product and destination.
- Domestic delivery, export handling, freight, or other charges that are included or excluded.
- Payment milestones and quotation validity.
Do not assume every supplier can price every line immediately. Ask them to mark a line “not included,” “to be confirmed,” or “not applicable” and explain why. An unknown cost is not the same as a zero cost.
Step 4: Make delivery terms specific
If you use an Incoterms® rule, state the rule, the named place or port, and the applicable version—for example, “FCA [precise named place] Incoterms® 2020.” Do not write only “FOB” or “shipping included” and assume the scope is clear.
The International Chamber of Commerce explains that the named place is important because it helps identify delivery, risk transfer, and the allocation of costs under the selected rule. Different rules allocate responsibilities differently, so ask the supplier to state exactly what its quotation includes and excludes. If you are unsure which term fits your transaction, seek advice from a qualified trade or logistics professional.
Step 5: Ask for the timing assumptions
Separate sample time from production time. Ask when each clock starts and which approvals or payments are prerequisites. A production lead time may depend on approved artwork, tooling, deposit receipt, material availability, or sample approval.
Ask the supplier to provide an estimated sample dispatch date, production lead time after the agreed trigger, and the expected ready-to-ship date. If a date is only an estimate, record that status. Do not turn an estimate into a guaranteed deadline unless the supplier has expressly agreed to that commitment.
Copyable RFQ template
Use this as a starting point. Remove irrelevant fields and add product-specific requirements; the template is not a universal technical specification.
Subject: RFQ – [Product] – [Quantity] – [RFQ Reference]
Hello [Supplier Name],
Please quote the requirement below. Please identify any assumptions,
exclusions or deviations rather than substituting a different specification
without confirmation.
1. Product / buyer reference:
2. Intended use and destination market:
3. Specification revision / drawing / reference files:
4. Material, dimensions, tolerances, colour and function:
5. Model / size / colour variants and quantity per variant:
6. Price tiers requested:
7. MOQ per product, variant, logo and packaging:
8. Sample cost, sample lead time, shipping and revision terms:
9. Tooling / mould / setup cost and ownership:
10. Branding, labels, retail packaging and export carton:
11. Required tests or compliance documents, if applicable:
12. Quoted delivery term and precise named place:
13. Payment terms and quotation validity:
14. Sample and production lead time, including start conditions:
15. Included costs, excluded costs and items still to be confirmed:
16. Legal company name, production location and subcontracted steps:
17. Supplier contact for technical and commercial clarification:
Please return the quotation against this RFQ reference and list each
exception or alternative separately. Thank you.Step 6: Send the same RFQ version to every shortlisted supplier
Give the document a revision number and date. Send the same core requirement to each supplier, with the same quantity tiers and delivery basis. If one supplier asks a question that changes the specification, record the answer and share the same clarification with all suppliers still being compared. Otherwise, you may end up evaluating different offers without noticing.
You do not need to contact dozens of suppliers with an unfinished brief. A smaller, relevant shortlist and a complete request can produce more useful replies than a large batch of vague inquiries. The appropriate shortlist size depends on the product, complexity, and time available.
Step 7: Review the response for completeness before ranking price
Do not immediately sort replies from cheapest to most expensive. First check whether each supplier quoted the same specification, quantity, packaging, delivery basis, sample plan, and payment assumptions. Mark missing answers and send targeted clarification questions.
| RFQ check | What a usable answer should contain | If it is missing |
|---|---|---|
| Specification | Explicit confirmation or a clearly listed deviation | Do not assume the supplier accepted the requirement |
| Quantity and MOQ | Price tier and MOQ for each relevant variant or custom item | Ask for the correct quantity basis |
| Costs | Separate charges and explicit exclusions | Mark as unknown; do not enter zero |
| Delivery basis | Named place, selected rule/version where used, and included scope | Request clarification before comparing totals |
| Timing | Sample and production estimates plus start conditions | Ask what approvals or inputs are required |
| Supplier identity | Legal seller and production arrangement explained | Verify before moving toward payment or order |
For the next step, use the supplier quotation comparison guide. Before approving a purchase, reconcile the final offer with the purchase order checklist.
Common RFQ mistakes
- Sending only a product photo with no material, dimension, quantity, or packaging details.
- Using one total quantity when variants have different MOQs.
- Allowing suppliers to make silent substitutions instead of quoting alternatives separately.
- Comparing an origin-only price with a price that includes more delivery services.
- Forgetting sample, tooling, label, carton, or setup costs.
- Failing to state the RFQ revision, so supplier replies refer to different requirements.
- Assuming a complete RFQ proves the supplier's identity, production capacity, or future performance.
Frequently asked questions
How long should an RFQ be?
Long enough to define the commercial and technical scope, but not padded with irrelevant questions. The right length depends on product complexity. A stock item may need a short brief; a customised product may require drawings, tolerances, packaging details, tests, and a sample plan.
Should I include my target price?
That is a commercial choice. A target price can help establish feasibility, but it can also anchor responses. If you include one, state whether it is a firm budget, a target for discussion, or an estimate. Do not use a target price instead of specifying the product.
Does an RFQ protect me if a supplier delivers the wrong product?
An RFQ helps define what was requested, but protection depends on the agreed contract, accepted quotation, purchase order, evidence, applicable law, and any platform terms. Make sure the final order documents carry forward the correct requirements and remedies.
Final takeaway
A useful RFQ reduces avoidable assumptions before price negotiation begins. Define the product, quantities, cost lines, delivery basis, sample plan, and timing conditions; send the same revision to shortlisted suppliers; then close gaps before comparing offers. Sourzio can help organise supplier information and quotation comparisons within an agreed project scope through China sourcing support.