How to Create a Comprehensive Request for Quotation (RFQ)

When sourcing products from China, a well - structured Request for Quotation (RFQ) is your most powerful tool to streamline procurement, compare suppliers effectively, and avoid costly misunderstandings. Here’s a step - by - step guide to crafting an RFQ that gets results:

1. Define Your Objectives Clearly

Start by answering these questions:

• What’s the primary purpose of this procurement? (Restocking inventory, launching a new product line, etc.)
• What are your non - negotiable requirements? (Certifications, material specifications, ethical production standards)
• What’s your budget range and ideal payment terms?

Pro Tip: Create a simple checklist of “Must Have” vs. “Nice to Have” features. This helps suppliers understand your priorities.

2. Provide Detailed Product Specifications

Chinese manufacturers often work with precise technical parameters. Include:

• Physical dimensions (with tolerance ranges)
• Material requirements (e.g., “100% organic cotton certified by GOTS”)
• Color codes (provide Pantone numbers if exact matching is critical)
• Packaging details (individual retail packaging vs. bulk shipping packaging)
• Quality standards (e.g., “Must pass ASTM F963 toy safety testing”)

Example: Instead of “stainless steel water bottle,” specify: “18/8 stainless steel, double - walled vacuum insulation, 500ml capacity, matte finish with laser - printed logo on base.”

3. Outline Quantity and Timeline Expectations

Chinese suppliers prioritize clients who demonstrate clear planning:

• Order quantities: State minimum order quantity (MOQ) flexibility
• Production timeline: Include key milestones:

  Sample approval deadline: [Date] 
  Production completion: [Date] 
  Latest shipping date: [Date] 

• Shipping preferences: Specify Incoterms (FOB Shanghai, CIF Los Angeles, etc.)

4. Structure Your Supplier Questionnaire

Ask strategic questions to identify capable partners:

• Production capacity: “Can you handle 10,000 units/month with 30 - day lead time?”
• Quality control: “Describe your QC process for electronic components.”
• Compliance: “Provide recent reports for REACH/SVHC compliance.”

Warning: Avoid vague questions like “Are you reliable?” Instead, ask for specific evidence: “Share 3 client references from EU markets.”

5. Set Clear Response Guidelines

Make it easy for suppliers to format comparable quotes:

• Required quote format:

  Unit price: [USD] 
  MOQ: [units] 
  Payment terms: [% deposit, balance before shipment] 
  Warranty: [duration and coverage] 

• Submission deadline: “Responses must be emailed in PDF format by [Date].”
• Communication protocol: “All technical queries must go through [Your Procurement Manager].“

6. Build in Quality Assurance Requirements

Protect your business with verifiable quality checks:

• Pre - production samples: “3 production samples required before mass manufacturing.”
• Third - party inspections: “SGS inspection required before container loading.”
• Documentation: “Provide material test reports and certificate of origin.”

7. Anticipate Cultural Differences

Chinese suppliers may interpret requests differently unless explicitly guided:

• Avoid ambiguous language: Instead of “high quality,” specify “0.3mm maximum tolerance on welded joints.”
• Clarify negotiation norms: State whether prices are fixed (“Best offer final”) or negotiable (“Open to volume discounts”).
• Confirm understanding: End with “Please confirm all specifications by return email.”

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Common RFQ Mistakes to Avoid:

• Overlooking hidden costs: Failing to ask about mold fees, tooling charges, or certification costs
• Ignoring production scalability: Not asking “What’s your maximum monthly output?”
• Rushing sample evaluation: Skipping real - world testing (e.g., washing samples 50 times to check colorfastness)

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RFQ Template for Chinese Sourcing:

Project Overview

• Product name: [Insert]
• Target market: [e.g., EU consumers]
• Total required quantity: [XX units/year]

Technical Requirements

• Materials: [List with percentages and grades]
• Dimensions: [Length/Width/Height in mm ± tolerance]
• Certifications: [CE, FCC, FDA, etc.]

Order Details

• Initial order quantity: [XX units]
• Delivery terms: [FOB Shenzhen]
• Payment: [30% deposit, 70% against BL copy]

Quality Control

• Required inspections: [Pre - shipment random inspection at