How to Write an RFQ That Gets Comparable Quotes
A well-structured RFQ saves time, reduces misunderstandings, and forces suppliers to quote on the same basis — which is the whole point. Below is a complete guide plus a free template you can download and fill in.
1. Define What You Need
- Product name and exact description
- Materials, dimensions, weight, colors, variants
- Quantity: first order + annual estimate + price-break tiers
- Target market and contact information
2. Format the RFQ
Use a consistent format so every supplier quotes on the same basis. The 10 sections below (also in the template) work for most products.
2. The 10 Essential Sections
- RFQ title + buyer intro — Product name, your company type, target market, and contact. One paragraph is enough.
- Specifications — Materials, dimensions, tolerances, colors, artwork/logo placement. Add photos or drawings if you have them.
- Quantity + MOQ — First order, annual estimate, price-break tiers (e.g. 1k / 3k / 5k), and your MOQ flexibility.
- Packaging & branding — Retail box, polybag, barcodes, outer carton, pallet requirements, private-label needs.
- Quality + inspections — AQL levels, function tests, third-party inspection rights, defect handling.
- Certifications — CE, RoHS, REACH, FDA, LFGB, etc. State which apply and ask for existing certificates.
- Shipping + Incoterms — Request EXW + FOB quotes minimum; add CIF/DDP to your port for landed-cost comparison.
- Payment + lead time — Target payment terms (e.g. 30/70), sample cost and lead time, tooling fees, and mass-production lead time.
- Supplier response format — A table: unit price per tier, tooling, samples, lead time, MOQ, validity. Comparable replies save days of follow-up.
- Mandarin summary — A short 中文 version so Chinese factories can forward to engineering with fewer translation misunderstandings.
3. Free RFQ Template
Download the 2-page sample PDF or generate your tailored RFQ free in under two minutes using RFQly — just describe your product once and get a bilingual (EN + 中文) document with specs, QC, Incoterms, and a response table.
4. What Comparable Replies Look Like
When every supplier answers using the same format, picking a winner is one table read. RFQly generates this response table inside every RFQ, so suppliers fill it in automatically.