Why a consistent RFQ matters
If one supplier quotes a stock product, another includes custom packaging and a third assumes a different material, the prices are not comparable. A structured RFQ reduces this problem by defining the product and asking every supplier for the same commercial details.
Information to prepare before sending
- Product name, link, drawing or reference image.
- Material, dimensions, color and required performance.
- Target quantity and possible reorder quantities.
- Logo and packaging requirements.
- Destination country and intended use.
- Any known testing, labeling or compliance requirement.
- Your desired sample and production timeline.
Copy-and-adapt RFQ template
Subject: RFQ — [product] — [target quantity] — [destination] Hello, We are evaluating suppliers for the following product: Product: [name / link / drawing reference] Target quantity: [units] Destination market: [country] Material / dimensions: [details] Color / variants: [details] Logo: [method, size, colors, position] Packaging: [standard or custom requirements] Required use or compliance notes: [details] Please confirm: 1. Unit price at [quantity] and available price breaks. 2. MOQ for the exact product configuration above. 3. MOQ and setup cost for logo and custom packaging. 4. Sample price, courier options and sample lead time. 5. Production lead time after sample approval and deposit. 6. Product and packaging dimensions and gross weight. 7. Payment terms and quotation validity. 8. Available test reports or certificates claimed for this model. 9. Which details are not included in the quotation. 10. Whether you are the manufacturer or a trading company for this product. Please quote each optional item separately and identify any assumptions. Thank you.
Questions that prevent common comparison errors
- Ask whether the MOQ applies to each color or to the total order. A “500-unit MOQ” may mean 500 units per color.
- Separate product, logo and packaging setup costs. These may be charged by different suppliers or processes.
- Request price tiers with the same specification. Do not compare a plain product at 500 units with a customized product at 1,000 units.
- Ask what is excluded. Tooling, tax, domestic freight, export packaging or testing may not be included.
- Record quotation validity. Material and exchange-rate changes can make old pricing unreliable.
What to verify after receiving replies
Mark each answer as confirmed, unclear, missing or based only on a public listing. Follow up on material specifications, sample terms, production assumptions and any compliance claim that matters in the destination market. Supplier communication is evidence for comparison, not a substitute for independent verification.
When outside help is useful
If suppliers answer inconsistently, if the product requires Mandarin communication or if you need a documented shortlist, Shawe Sourcing can prepare the brief, contact selected suppliers and organize the answers in English.