A useful China sourcing RFQ template gives suppliers enough detail to price the same product, quantity, packaging, and delivery scope. Send a concise brief with measurable specifications, reference files, commercial assumptions, and a clear response format so you can compare quotations fairly and follow up on gaps.
What a China Sourcing RFQ Should Achieve
A request for quotation (RFQ) is more than a request for a unit price. It defines what the supplier is being asked to make or supply, how the product should be packed, what quantity and delivery terms to price, and what evidence or services the quote includes. When those details are missing, suppliers may quote different versions of the product, making a low price difficult to evaluate.
Your RFQ should help you answer four questions: Can the supplier meet the specification? What exactly is included in the quoted price? What are the sample, production, and delivery conditions? Which points still need confirmation?
Send the same information to every candidate. If you change a requirement, record the revision and share it with all suppliers still under consideration. Give each RFQ a reference number, issue date, and revision number so the files and replies stay organized.
Set a response deadline and ask suppliers to state any assumptions or exceptions instead of silently substituting materials or features. If a requirement is not confirmed yet, label it as an open point and ask the supplier to price a defined option where practical.
Product Specifications Suppliers Need Before Quoting
Describe the product so a supplier can identify the exact model or production scope. Include the intended use, product name, model or part number if available, and a short description of how it should function. Attach drawings, marked-up photos, reference samples, or a specification sheet when text alone cannot convey the design.
Use measurable requirements wherever possible. State dimensions and tolerances, materials and grades, colors, weight, performance requirements, included components, and any relevant finish or construction details. Identify which requirements are mandatory and which allow alternatives. For a product with several versions, make a clear table of options rather than grouping them under one vague description.
| RFQ field | What to specify | Useful clarification |
|---|---|---|
| Product identity | Name, model, intended use | Is this a new design or an existing product? |
| Dimensions | Overall size and tolerances | Which dimensions are critical to fit or function? |
| Materials | Material, grade, thickness, or composition | Are substitutions allowed, and must they be approved? |
| Color and finish | Color reference, surface, texture, coating | Is a physical color sample required? |
| Function | Performance, operating conditions, included parts | What method or criteria will be used to check it? |
| Quality | Workmanship requirements and inspection points | What defects are unacceptable? |
For performance requirements, explain how you expect them to be checked. A statement such as “high quality” is not a usable acceptance criterion. Specify a test method or measurable threshold when you have one; otherwise describe the required function and ask the supplier to identify its proposed test and any limitations.
If you refer to a sample, say whether it is for appearance, dimensions, function, or all three. Label the sample and record what may differ from the final product. Avoid assuming that a supplier will treat an emailed image as a complete technical specification.
Ask suppliers to identify any proposed deviations in writing. For each deviation, request the affected specification, the alternative offered, the price or lead-time effect, and whether it requires your approval before sampling or production. This makes it easier to distinguish a genuine match from a quote based on a different product.
Packaging, Labeling, and Customization
Packaging can affect product protection, retail readiness, shipping volume, and cost. State the required packaging level: individual product packaging, inner carton, master carton, or pallet, as applicable. Specify materials or construction where important, such as a protective insert, bag thickness, carton strength, or moisture protection. If you do not yet have final artwork, say so and ask the supplier to quote packaging separately from the product.
For labels and printed materials, provide the exact text, language, placement, dimensions, color requirements, and file format when known. Identify who supplies artwork and whether the supplier must prepare a proof for written approval. Do not assume that a supplier can interpret a brand guideline or regulatory label from a low-resolution image.
Separate customization from standard product features. List each requested change, such as a logo, color, material, shape, accessory, or retail box. For every change, ask whether it affects tooling, minimum order quantity, sample charges, unit price, or production time. Request a price for the standard option as well if it is a viable fallback.
For private-label projects, confirm ownership and permitted use of artwork, molds, or custom tooling, along with how these items will be identified and stored. Ask whether the quoted price includes artwork setup, printing plates, molds, or other one-time charges. More guidance is available in How to Source Private Label Products from China.
Commercial Details: Quantity, Market, and Delivery
State the quantity you want quoted and the units used. If demand is uncertain, request tiered pricing at realistic order quantities, such as 500, 1,000, and 3,000 units, rather than asking for a general “best price.” Ask the supplier to identify its minimum order quantity and any price break, production setup charge, or quantity tolerance.
Tell the supplier the destination country and, when known, the destination port, city, or warehouse. The target market can affect labeling, documentation, product testing, and packaging expectations. Do not treat a supplier’s statement that a product is “compliant” as proof that it meets the current requirements for your market. Confirm applicable rules with the relevant official authority and arrange suitable evidence for the product.
Specify the delivery basis you want quoted and name the place associated with it. Ask the supplier to itemize what is included and excluded, such as export packing, inland transport, freight, insurance, or destination charges. If you are still comparing transport options, request a clearly identified factory or port basis and keep it consistent across suppliers. See FOB vs CIF vs DDP When Importing from China for a practical explanation of common shipping terms.
Include your requested sample date, production lead time, and target ship date. Ask the supplier to state when its lead time begins, for example after deposit, approved sample, or artwork approval. State whether the goods must be ready for inspection before shipment and whether you need export documents or consolidation support.
Compare the complete cost rather than just the unit price. Record tooling, samples, packaging, inspection, freight assumptions, payment terms, and any excluded charges. The landed cost guide can help you account for costs beyond the supplier’s quoted price.
RFQ Template Fields and Documents to Attach
Use a structured form or spreadsheet so every supplier answers the same questions. You can paste the following fields into an RFQ document and tailor them to your product:
- Buyer company, contact person, email, and RFQ reference
- Issue date, revision, response deadline, and quotation validity requested
- Product name, model, intended use, and product description
- Technical specifications, critical dimensions, materials, colors, and performance requirements
- Required options, approved alternatives, and prohibited substitutions
- Packaging, carton details, labeling, barcode, and artwork requirements
- Logo, customization, tooling, and other one-time charges
- Order quantities for each requested price tier and supplier minimum order quantity
- Sample availability, cost, timing, and sample approval process
- Production lead time, requested ready date, and inspection requirements
- Delivery term and named place, destination market, and shipment destination
- Payment terms, quote currency, and quotation validity
- Included services, excluded costs, assumptions, exceptions, and proposed deviations
- Supplier legal name, production location, and whether the responder is the manufacturer or a trading company
Attach the latest product drawing or specification sheet, reference photos, artwork, packaging dielines, quality checklist, and any relevant sample notes. Name files clearly with the product, revision, and date. If you send a physical sample, identify it in the RFQ and explain which characteristics suppliers should match.
Ask suppliers to return the completed form along with relevant product photos, a proposed sample schedule, and supporting information that is appropriate to the product. For claims about production capability or quality systems, request documents or records you can verify. Supplier identity and production location should also be checked independently; see China Supplier Background Check: What Buyers Should Verify.
Review Supplier Replies and Spot Incomplete Quotes
Put responses into one comparison sheet and keep the original quotations alongside it. Compare each supplier against the same specifications, quantity tier, packaging scope, delivery basis, and payment assumptions. A quote that leaves a field blank is not necessarily a refusal, but it is unresolved and should not be treated as confirmed.
Check especially for differences in material, dimensions, included components, printing, carton quantity, sample fees, lead time, and named delivery place. Confirm whether prices are per piece, set, carton, or another unit. Ask whether tooling and setup costs are one-time charges or repeated charges, and whether quoted packaging is standard or customized.
| Quote item | Complete response should state | Follow-up when unclear |
|---|---|---|
| Product match | Confirmed specifications or listed deviations | Which requirement does the proposed product not meet? |
| Price | Currency, unit, quantity tier, and included scope | What costs or options are excluded? |
| MOQ | Minimum order quantity by product or customization | Does MOQ change with color or packaging? |
| Lead time | Start point and estimated production duration | What approvals or payments start the clock? |
| Delivery | Named term and place, plus included services | Which transport and destination costs are excluded? |
| Sample | Cost, timing, and relation to production version | Will production follow the approved sample? |
Treat unsupported claims and vague replies as questions to resolve, not as confirmed capabilities. Ask for a revised quotation if the supplier changes a specification, quantity, or delivery basis. Keep the revision history so the final agreed version can be used for the purchase order, approved sample, and inspection criteria.
A consistent RFQ makes price comparison more meaningful, but it does not replace sample evaluation or supplier verification. Before placing an order, confirm the specifications in writing, approve the relevant sample, and agree how defects and deviations will be handled. For a closer look at comparing offers, read How to Compare China Supplier Quotes Before You Place an Order.
FAQ
How detailed should a China sourcing RFQ be?
Detailed enough for suppliers to quote the same product and commercial scope. Include measurable specifications, quantity, packaging, customization, delivery basis, and a way to identify assumptions or deviations. Attach drawings or reference files where text is insufficient.
Should I include my target price?
You can include a target price when it reflects a defined product and scope, but do not let it replace a complete quotation request. Ask suppliers to state their own price, included items, assumptions, and any options that change cost. A target price without a specification can encourage incomparable offers.
Can I send the same RFQ to several suppliers?
Yes. Use the same version, quantity tiers, and response deadline for each candidate. Send any later revision to all suppliers still being compared, and ask them to confirm which revision their quote covers.
What if a supplier cannot meet one requirement?
Ask the supplier to identify the exact requirement, propose an alternative, and state the cost and timing impact. Keep the alternative separate from the original specification, and approve it in writing before treating it as part of the order.