Product details
- Product name and intended use
- Reference photos, drawings, or model numbers
- Target market or application where relevant
Buyer Guide / RFQ
RFQ template for Chinese suppliers
A useful request for quotation gives the supplier enough information to quote the same product, quantity, customization, packaging, timeline, and shipping scope that the buyer intends to compare.
An RFQ improves communication. It does not verify the supplier or guarantee price, quality, delivery, or production results.
Define the quote before sending
A good RFQ should define the product, specifications, expected quantity, customization, packaging, target timeline, destination, and the commercial details the supplier must confirm.
Keep one comparison basis
Send the same core RFQ to each supplier. Otherwise, different assumptions can make the quotations difficult to compare.
Information to include
Specifications
- Material, dimensions, weight, color, finish, and function
- Required tolerances or performance points
- Details that are fixed and details open to supplier suggestions
Quantity and pricing
- Expected first-order quantity
- Price tiers to quote
- MOQ and the reason for any separate customization MOQ
Customization
- Logo, label, color, material, size, or feature changes
- Required files and approval process
- Tooling, setup, printing, or development costs
Packaging
- Bulk, retail, or custom packaging
- Labels, barcodes, inserts, carton marks, or pallet requirements
- Whether packaging should be quoted separately
Timeline and shipping
- Sample and production target dates
- Destination country or port
- Preferred Incoterm or shipping responsibility
- Documents required with the shipment
RFQ email template
Replace the brackets with product-specific information.
Subject: RFQ for [product name] - [quantity] - [destination]
Hello [supplier name],
Please quote the product below:
Product: [name and intended use]
Specification: [material, dimensions, color, finish, function]
Quantity: [quantity and requested price tiers]
Customization: [logo, label, product changes]
Packaging: [requirements]
Target timeline: [sample and production dates]
Destination / Incoterm: [details]
Please confirm the unit price, MOQ, sample process, tooling or setup fees, production lead time, payment terms, packaging scope, quotation validity, and any information still needed from us.
Thank you.
Questions the supplier should answer
- Product fitCan the supplier quote the requested specification, or are they proposing an alternative?
- Commercial scopeWhat is included and excluded from the price?
- Sample and customizationWhat must happen before a sample or customized order can begin?
- TimelineWhen does production time begin, and what may change it?
- ShippingWhich party handles freight, export preparation, and destination costs under the stated term?
What to remember
An RFQ does not need to be long. It needs to give suppliers one clear basis for quotation so the buyer can see differences in product, price, packaging, timeline, and responsibility.
Received an unclear quotation?
Separate the information provided from the commercial details that still need confirmation.