Start with the process, material and finished result
Describe what enters the machine, what operation happens and what acceptable output looks like. A request for a "packing machine" or "CNC machine" is too broad for a reliable quotation. State the material, size range, condition, required operation and downstream handoff.
- Input material, product drawings, sample photos and allowed variation
- Product dimensions, weight, viscosity, hardness, moisture or other relevant properties
- Required finished result, tolerance, appearance and reject criteria
- Planned batch size, operating shifts and changeover frequency
- Upstream feeding and downstream discharge or line-integration conditions
If the real production material cannot be sent to China, document the substitute and the performance uncertainty that remains.
Specify performance with measurable acceptance criteria
Ask for output under defined conditions rather than a brochure maximum. State whether the target is pieces per minute, kilograms per hour, cycle time, accuracy, repeatability, yield or another measure. Record the material, operator involvement, stable-run period and permitted stops.
| Requirement | Weak wording | Quote-ready wording |
|---|---|---|
| Output | High speed | At least 40 accepted units/minute using the stated product range |
| Accuracy | Precise | Fill or cut result within the stated tolerance and measurement method |
| Changeover | Easy | One trained operator completes the named format change within the agreed time |
| Reliability | Stable | Continuous test duration, planned stops and fault-record method defined |
| Quality | Low waste | Reject and scrap limits measured from the agreed test quantity |
Acceptance criteria should be technically reviewed by someone qualified for the machine and destination use.
Describe utilities and the destination site
State voltage, phase, frequency and control voltage. Add compressed air, water, drainage, steam, gas, cooling, extraction or network requirements where relevant. Include floor space, access doors, floor loading, lifting restrictions, ambient conditions and service clearances.
Ask the supplier to return a utility schedule with consumption, connection sizes and quality requirements. A connected-load figure is not the same as normal operating consumption, and neither should be treated as guaranteed unless the test basis is written.
Use a line-by-line machinery RFQ structure
| RFQ section | Buyer provides | Supplier must return |
|---|---|---|
| Application | Process, material and product range | Proposed process and operating limits |
| Performance | Output and acceptance limits | Guaranteed values and test method |
| Configuration | Required modules and interfaces | Included equipment, options and exclusions |
| Components | Required or acceptable brands | Brand, model and substitution rules |
| Safety | Destination and risk requirements | Guarding, interlocks, emergency stops and evidence scope |
| Documents | Language, format and due dates | Drawings, manuals, parts lists, backups and declarations |
| Services | Installation and training need | Included days, people, travel, exclusions and extra rates |
| Commercial | Quantity, Incoterm and destination | Price breakdown, lead time, validity and payment milestones |
Use the RFQ Email Generator for the covering request, but attach the controlled technical schedule separately. The China Sourcing Workspace can keep requirements, suppliers and quote notes together on the buyer's device.
Freeze configuration and document deliverables
List the base machine, options, molds, fixtures, tooling, conveyors, control cabinets, safety devices, software licenses and auxiliary equipment. Require a controlled bill of supply and ask who owns each interface in a multi-machine line.
- General arrangement and service-clearance drawing
- Foundation, loading, anchor and lifting information
- Electrical, pneumatic, hydraulic and utility diagrams where applicable
- Component list with brand and model
- Operation, maintenance, cleaning and safety manuals
- PLC/HMI backup, passwords and software-license scope when contractually included
- Recommended spares, wear parts and consumables with part numbers
Define the language and file format before shipment. A promised manual is not a delivered manual.
Include FAT, installation and training in the RFQ
Ask what can be demonstrated at the supplier's factory and what can only be confirmed after installation. Define the FAT material, run duration, measurements, witness method and document package. Continue with the Factory Acceptance Test for Machinery Orders before accepting a short demonstration as proof.
For installation, ask who unloads, positions, anchors, connects utilities, commissions, trains operators and closes open issues. Require included technician days, travel basis, site-readiness requirements, remote-support scope and extra-day rates.
Require a quote response that exposes missing scope
Ask suppliers to price the base machine, options, tooling, FAT, packing, installation, training, spares and freight-related scope separately. Every requirement should be marked compliant, alternative, excluded or clarification required. Do not accept blank cells as included.
- Named Incoterm and named place
- Quotation currency and validity
- Production lead time and what starts the clock
- Payment milestones tied to deliverables
- Warranty start, exclusions and claim process
- Expected packed dimensions, gross weight and disassembly plan
- All buyer-supplied items, site work and third-party services
After responses arrive, use How to Compare Machinery Quotes from China and the Landed Cost & Quote Normalizer.
Machinery RFQ release check
Before sending the request, check that a technically competent reviewer can understand the required process, test and destination constraints without relying on a sales call. Send the same controlled revision to every candidate and log every later clarification.
Copy-ready workflow
Copy Machinery RFQ Preparation Checklist
- Define the product or process the machine must handle.
- State input materials, dimensions, condition and expected variation.
- Set measurable output, tolerance, quality and reject limits.
- Confirm destination voltage, frequency, utilities and site conditions.
- List required controls, components, interfaces and safety functions.
- Request drawings, manuals, software backups and compliance documents.
- Define FAT material, duration, measurements and pass/fail criteria.
- Separate base machine, options, tooling, installation, training and spares.
- Require delivery scope, Incoterm, packing dimensions and lead time.
- Ask the supplier to identify every deviation, exclusion and assumption.
Machinery RFQ mistakes to avoid
- Requesting a machine by generic name without product or material data
- Comparing supplier-selected configurations that solve different problems
- Using maximum brochure output as an acceptance guarantee
- Leaving voltage, utilities, safety or site access until after production
- Asking for CE or another mark without identifying applicable destination requirements
- Treating installation, training, software and spare parts as informal after-sales promises
- Allowing substitutions without written approval and revised documentation
The broader Mechanical Equipment Sourcing Strategies guide explains where the RFQ fits in the complete sourcing workflow.
FAQ
What should a machinery RFQ include?
Include the process, input material, output, tolerance, utilities, configuration, safety, documents, FAT, installation, training, spares, packing, Incoterm and commercial response format.
Should I send the same machinery specification to every supplier?
Yes. Use one controlled revision so differences in configuration, exclusions, testing and price can be compared.
Is an RFQ email enough for custom machinery?
Usually not. Use the email as a cover and attach a structured technical specification, drawings, material information and response schedule.
Can the supplier choose the acceptance test?
The supplier can propose a method, but the buyer should approve measurable criteria, material, duration, records and pass/fail rules before production.
Sources & Further Verification
Use these sources to verify the material responsibility, customs, operational or buyer-risk statements on this page. Destination rules and provider schedules can change. CN Sourcing Tools is not affiliated with the publishers.
Buying new machinery
UK Health and Safety Executive
A machinery buyer should define intended use, limits, safety needs and information requirements before selecting equipment.
Open sourceISO 12100:2010 Safety of machinery - General principles for design - Risk assessment and risk reduction
International Organization for Standardization
Machinery risk assessment begins with intended use, reasonably foreseeable misuse and defined limits of the machine.
Open sourceRegulation (EU) 2023/1230 on machinery
European Union
Destination conformity and technical-documentation requirements should be identified before the machine configuration is frozen.
Open sourceOptional page feedback
Was this guide useful?
Your selection helps prioritize future guide updates. No message or contact information is collected.
This guide provides sourcing preparation only. A qualified engineer, safety professional and destination-market adviser should review machine-specific technical, safety and compliance requirements.