Direct answer
Write an RFQ as a controlled buying brief, not a request for the supplier's best price. Define what must be made, how many units are being quoted, what is customized, how the order should be packed and tested, and where the supplier's delivery responsibility ends. Ask suppliers to identify exclusions and assumptions. The RFQ Email Template converts those decisions into a copy-ready message; it does not replace drawings, test requirements or a final purchase agreement.
What an RFQ is, and how it differs from a casual inquiry
An RFQ is a structured request for a price and commercial offer against a defined requirement. A casual inquiry such as "Can you make this?" can start a conversation, but it rarely produces a quote that can be compared.
Vague questions such as "best price?" encourage suppliers to assume the cheapest material, largest quantity tier, standard packaging or a narrow delivery scope. A useful RFQ asks every supplier to price substantially the same specification and disclose what is not included.
Buyer context, product name and intended use
State whether you are a wholesaler, private-label seller, retailer or machinery buyer, and identify the destination market. Give the product's trade name and intended use because food-contact goods, toys and machinery need different documentation and testing questions.
Use links or photos as references, then state what must match. For 1688, follow How to Contact 1688 Suppliers.
Product specification: material, dimensions and variants
Name the material and grade, dimensions, tolerances, model, SKU, color and variants. "304 stainless steel" is clearer than "good stainless steel." Show quantity by variant, permitted substitutions and revision-controlled drawings or artwork.
Target quantity, annual demand, MOQ and tiered pricing
Give the order quantity and a realistic expected annual quantity. Ask for MOQ by material, color, logo and packaging, plus prices at practical tiers. Keep sample, trial and bulk quantities separate; 1688 MOQ and Sample Orders explains why listing tiers need confirmation.
Sample requirements and lead time
Specify a stock, logo or fully custom pre-production sample. Ask for fee, courier cost, lead time and refund terms. Record what the sample must demonstrate; a stock sample cannot prove custom materials, packaging or the final process.
Logo, private label, packaging, barcode and tooling
Define logo method, artwork, position, custom packaging, carton quantity and barcode or FNSKU placement. Separate setup from per-unit costs. For tooling, request scope, fee, lead time, ownership, maintenance and modification terms.
Certification, testing and inspection requirements
Name the destination market and ask which reports cover the exact model and material. Request report numbers, laboratory and model coverage. State the inspection stage, access and re-inspection cooperation; inspection does not replace compliance testing.
Lead time, Incoterm and named place
Separate sample and production lead times and define when each clock starts. State an Incoterm and named place, such as EXW at the full pickup address or FOB Ningbo, Incoterms 2020. Use the Incoterms Responsibility Checker for unclear responsibilities.
Payment, warranty, spare parts, manuals and quote validity
Ask for deposit, balance trigger and payment method without promising payment before verification or inspection. Request warranty, claim remedy, spare parts and manual language. Machinery buyers should add installation, commissioning and training. Record quote validity.
Requested quotation breakdown
| Quotation item | Why it matters | What supplier should provide | Common ambiguity |
|---|---|---|---|
| Unit price | Starts the product-cost comparison | Price, currency and basis | Displayed tier may not match the order |
| Quantity tier | Changes unit economics | Price at each requested quantity | MOQ and price tier are treated as the same |
| MOQ | Defines minimum commercial commitment | MOQ by product, color and customization | Generic listing MOQ |
| Sample fee | Separates evaluation from bulk | Sample, setup and courier charges | Refundability is assumed |
| Tooling or mold fee | May be a large one-time cost | Fee, ownership, lead time and scope | Jigs or revisions excluded |
| Logo fee | Customization can be per unit or setup | Method, setup and unit charge | Artwork or printing plate excluded |
| Packaging fee | Retail and export packs affect cost | Standard and custom alternatives | Export carton omitted |
| China domestic delivery | May sit outside EXW product price | Pickup or delivery cost and destination | Only a city is named |
| Incoterm | Defines delivery scope | Rule, named place and version | FOB/CIF/DDP used without a place |
| Production lead time | Affects inventory and launch | Start event and calendar days | Sample time is mixed in |
| Sample lead time | Controls qualification timing | Stock and custom sample timing | Courier transit omitted |
| Payment terms | Changes buyer exposure | Deposit, milestones and balance condition | Balance trigger is vague |
| Certification/testing cost | Market evidence may require new work | Existing evidence and new-test fee | Model coverage is unclear |
| Inspection cooperation | Confirms access before payment | Stage, access and re-inspection terms | Supplier approval left until later |
| Warranty | Defines after-sales scope | Period, exclusions and remedy | Parts and labor not separated |
| Quote validity | Prices and freight can expire | Validity date and change assumptions | No expiry or currency basis |
Attachments and questions to avoid
Attach current drawings, specifications, references, artwork, packaging, tests and labels with revisions. Ask the supplier to list conflicts.
- Avoid: What is your best price?
- Avoid: Can you make the same quality?
- Avoid: Is everything included?
- Avoid: Do you have all certificates?
- Avoid: How fast can you ship?
Replace vague questions with measurable requirements and protect unnecessary confidential files.
RFQ preparation checklist
Complete the checklist before generating the message. Send the same core scope to each supplier, then record supplier-specific questions separately. The copied checklist comes directly from the visible list below.
Copy-ready workflow
RFQ Preparation Checklist
- Product name
- Product link or reference photo
- Specification
- Material
- Dimensions
- Quantity
- Variants
- Customization
- Packaging
- Sample requirement
- Target market
- Certifications
- Testing
- Inspection
- Incoterm
- Destination
- Lead time
- Payment terms
- Requested cost breakdown
- Attachments
Example: Amazon private-label stainless steel bottle
The buyer requests 1,000 units, a custom logo, specified colors, a custom color box and an FNSKU or barcode requirement. The RFQ asks which food-contact documentation covers the exact material and model, requests a sample, and asks for EXW at the full factory address and FOB at a named port as separate quotations.
The supplier should separate sample, logo, packaging, testing and unit costs. The buyer can then use the Landed Cost & Quote Normalizer instead of comparing the two unit prices directly.
Example: wholesale pet grooming brush
The buyer requests 3,000 standard pet grooming brushes in standard packaging, with quantities by color. The RFQ asks for MOQ, prices at practical quantity tiers, a stock sample, sample courier cost, production lead time and FOB at a named port.
Because the product is not private label, the request avoids irrelevant artwork questions but still confirms material, dimensions, function, packaging and inspection access.
Example: packaging machine
The buyer describes the product to be packed, required output, bag range, voltage, controls and target technical specification. The RFQ requests a test video, installation and training scope, spare-parts list, warranty, English manuals and an export crate.
The supplier is asked to quote CIF to a named port and DDP to a complete delivery address, if available, while identifying installation, unloading, duty and local-service exclusions. A machinery RFQ needs technical acceptance criteria, not only a model number.
Turn the RFQ into a controlled comparison
Generate the message, send it to a manageable shortlist and record every clarification. A detailed RFQ does not make an unverified company reliable. Review China Factory vs Trading Company and compare responses with How to Compare Chinese Supplier Quotations.
FAQ
What should an RFQ to a Chinese supplier include?
Include the specification, quantity, samples, customization, packaging, testing, inspection, Incoterm, lead time, payment terms and cost breakdown.
Should I give suppliers a target price?
Only when it is researched and the full specification still applies. Do not invite an undisclosed scope reduction.
Should I ask for EXW and FOB prices?
Yes, when both name the exact place or port and you compare their different buyer-side costs.
How many suppliers should receive the same RFQ?
Use a manageable, verifiable shortlist and send every candidate substantially the same requirement.
Should I request a sample before a bulk order?
Usually yes when quality or customization matters. Define the sample type and bulk-approval link.
What attachments should I send?
Send current specifications, drawings, references, artwork, packaging, labels and test requirements with clear revisions.
How should a machinery RFQ differ?
Add output, voltage, technical limits, acceptance tests, installation, training, spare parts, manuals, warranty and export packing.
Does a detailed RFQ guarantee an accurate quotation?
No. Supplier capability, assumptions, quality, costs and compliance evidence still need independent verification.
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.
What Is the Request for Quotation Tool and How to Use It
Alibaba.com Seller Central
An RFQ is a structured sourcing request in which the buyer describes the required product so suppliers can respond with quotations.
Open sourceIncoterms 2020
International Chamber of Commerce
An Incoterm should identify the delivery responsibility and be paired with the applicable named place or port.
Open sourceProduct Inspection and Quality Control Services
QIMA
Inspection timing, tests, packaging and labeling checks must be defined in the requested scope rather than assumed from a generic inspection request.
Open sourceAn RFQ helps define the quotation scope but does not guarantee supplier capability, price accuracy or product quality. Verify the supplier and final agreement separately.