RFQ template for China suppliers
Bottom line up front: 90% of bad quotes are caused by a bad RFQ. A supplier who doesn't know your quantity, Incoterm, and spec can only guess — and suppliers always guess high. One precise RFQ typically cuts first quotes by 10–20% and makes the three quotes you get back actually comparable. Below is the full template, with a copy-paste example.
What an RFQ is (and why it decides your margins)
An RFQ — request for quotation — is your written specification of the order before any supplier quotes you. In practice, the quality of your RFQ predicts the quality of your supply chain: it sets the pricing basis (Incoterm), the comparison basis (identical specs across suppliers), and the leverage (a clear quantity unlocks price breaks). A weak RFQ ("need some T-shirts, what's your price?") is why first orders cost more than they should.
The 15 fields a China supplier actually needs
| # | Field | Why it matters |
|---|---|---|
| 1 | Product name + SKU | Shared reference for every follow-up email |
| 2 | Reference images / drawings / approved sample | Removes interpretation — the #1 source of sample rework |
| 3 | Dimensions, tolerances, unit of measure | Unpackable ambiguity; "about 30cm" quotes a range |
| 4 | Material grade, composition, finish | Cost driver #1; "metal" and "Zn-alloy, matte black" quote 5x apart |
| 5 | Color standard or physical color reference | Screen colors lie — specify a Pantone or send a swatch |
| 6 | Performance / functional requirements | Lifetime, load, IP rating — what "durable" actually means |
| 7 | Logo: position, size, application method | Silk-screen, laser, embossed — very different prices |
| 8 | Packaging structure + labeling requirements | Custom color box vs plain poly bag is a real cost line |
| 9 | Quantity + price-break quantities (500 / 1,000 / 3,000) | Asking for 3 quantity prices exposes where the break is |
| 10 | Sample type, quantity, deadline | Pre-production sample? Prototype? When you need it |
| 11 | Sample cost credited to first order? (Y/N) | Standard ask; "no" answers tell you about the supplier |
| 12 | Incoterm + destination (FOB Shenzhen / DAP your city) | Without this, you're comparing apples to oranges |
| 13 | Payment terms you'll accept (30/70, LC…) | Filters out the unprofessional before you invest time |
| 14 | Lead time requirement + order deadline | Forces honesty: a 30-day requirement on a 60-day product is a problem |
| 15 | Certifications required (CE / FDA / RoHS…) | Testing costs are a line item, not a surprise |
Copy-paste RFQ email (English, with Chinese reference)
Subject: RFQ — [product], [quantity], quote valid 30 days
Hi [name],
We are sourcing the item below and would like your best quotation.
All quotes please on [FOB Shenzhen / DAP your-city] basis.
1. Product: [name + internal SKU]
2. Specification: [material, dimensions, tolerance, finish]
3. Color: [Pantone / "swatch to be sent"]
4. Logo: [position, size, method — e.g. laser-engraved, 20mm]
5. Packaging: [structure + labeling requirements]
6. Certifications: [CE / RoHS / FDA — or "N/A"]
7. Quantity: [500] first order; price breaks at [1,000 / 3,000]
8. Sample: [pre-production sample] needed by [date]
9. Payment: 30% deposit / 70% before shipment
10. Lead time required: [X] days from sample approval
Attached: [reference image / spec sheet]
Quotes valid: 30 days. Reply by [date].
Thanks — [Your name, company, country]Keep the Chinese names of the spec fields (材质 material, 公差 tolerance, 起订量 MOQ) handy — when a supplier replies in Chinese terms you don't recognize, the gap is a cost you'll pay twice.
How to compare the 3 quotes you get back
| Check | Red flag |
|---|---|
| Same Incoterm on all three? | One quote FOB, two DDP — the numbers can't be compared |
| Price-per-quantity row matches your ask? | Only one quantity quoted = you lost the break negotiation |
| Lowest is >30% below the others? | Usually a spec cut (material, packaging) or a hidden margin — ask what differs |
| Sample terms stated? | Who pays for the sample and freight — silent = you |
| Lead time ≥ your deadline? | Either negotiate down now or plan B |
Case: 500 pet toys, three quotes, one break
A pet-toy importer sent one RFQ (15 fields, price breaks at 500/1,000/3,000, FOB Shenzhen) to five suppliers. Median first quote: $3.40/pc at 500 units, $2.90 at 1,000, $2.45 at 3,000. The break at 1,000 was the whole game: splitting a planned 3,000-unit launch into two 1,000-unit orders would have cost $0.50/pc more. One buyer who only asked "what's your price for 500?" paid $4.10/pc flat — same factory, same day.
FAQ
Do Chinese suppliers accept English RFQs? Yes — the top export factories run bilingual sales teams. Translating the spec sheet is optional; the email above works as-is.
How many suppliers should I send one RFQ to? 3–5. More than that and quotes stop being comparable because you stop managing them carefully.
How long should a quote take to arrive? 24–72 hours for a standard product. A week usually means they're asking their production department — that's fine, but it tells you something.
Related: find the suppliers to send it to · what happens after you sign the PO · sourcing from China, end to end · download the full template pack
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