An RFQ should define the product and the commercial terms you want quoted, not just collect a price. At minimum, include a clear product definition, drawings or samples, target quality and test expectations, packaging specs, order quantity and breakpoints, target Incoterm and ship-to, unit of measure, pricing request format, tooling and NRE scope, lead time definition, payment terms, validity period, warranty or remake policy basics, and a way to log exceptions. Use this china supplier quotation request template to send consistent requests and compare like for like.

Sourcing is a sequence of decisions. The purpose of a good RFQ is to capture the same assumptions across suppliers so you can compare risk, cost, and lead time on equal footing. If a specification, unit, test, or term is unclear, quotes will be incomparable.

Sourcing Ally's editorial policy says that educational pages should identify what can change the answer and should not promise a specific commercial, legal, logistics, testing, or supplier outcome. [1]

Variables that can change your RFQ content include your product category and complexity, the sales channel and destination market, your role as importer, whether you control brand and packaging, and whether you need regulatory testing, certification, or traceability. Safety, testing, labeling, tariff classification, and shipment requirements vary by product and jurisdiction. Treat the checklists below as prompts to fill with your evidence.

Define what you are comparing and why

Decide what decision the quotation will support and what must be held constant.

- Decision goal - Are you deciding supplier shortlist, pilot order placement, or total landed cost forecast for budgeting? - What risks are you most concerned with now price variance, lead time, compliance, IP, or capacity? - Comparison unit - Are you comparing per finished unit, per set, per assembled kit, or per kilogram or meter? - Do you need price breaks for multiple quantities to model scenarios? - Scope of supply - Are you asking for a finished good with packaging or only a component? - Who provides tooling, fixtures, jigs, or programming? - Is any subcontracting expected and should it be disclosed? - Place and point - Which Incoterm and named place define the quote scope EXW, FOB, FCA, CIF, DDP? Choose one primary Incoterm to normalize quotes. - If you ask for alternatives, ask suppliers to list each price by Incoterm, not mix assumptions. - Time and validity - How long must the quote be valid? - What lead time definition applies from PO to ex-factory, to port departure, or to arrival?

Write these decisions at the top of your RFQ so suppliers see the comparison frame. If an item is flexible, mark it as such and ask for the base case plus options.

A practical china supplier quotation request template

Use the fields below as a checklist. Copy only what applies to your product and sales channel.

- Product identity - Item name and internal code or revision - Version date and RFQ number to control changes - Clear photos, drawings, and exploded views if applicable - Design data - 2D drawings with tolerances in a single unit system - 3D models with file format noted - Bill of materials with material grades, finishes, and critical-to-quality features - Reference or golden sample availability and how to access it - Materials and finishes - Material specification per part, including grade, standard, and color - Surface finish details. Example: anodize type, paint code, texture, plating thickness - Compliance notes that apply to the product and destination, if any - Dimensions and tolerances - Critical dimensions and fits, with GD&T where relevant - Flatness, concentricity, and alignment where performance depends on it - Functional requirements - Load, torque, temperature, ingress protection, flame rating, or other performance criteria - Test methods you will use to verify performance - Workmanship and cosmetic criteria - Defect classification and acceptable limits for scratches, flash, sink marks, burrs, etc. - Sampling plan you expect during inspection if you use one - Packaging and labeling - Retail packaging, inner packs, master cartons, and palletization - Label content, barcodes, country of origin marking, and placement - Drop test or compression expectations if applicable - Quantity and price breaks - Request firm unit prices for each specified quantity tier. Example: 1k, 3k, 5k, 10k - State the unit of measure and what is included per unit - Incoterm and place - Primary Incoterm and named place for pricing normalization - Optional secondary Incoterm lines if desired, clearly separated - Tooling and non-recurring engineering - List required tooling, molds, dies, fixtures, jigs, gauges, programs - Ask for itemized pricing, ownership, storage, maintenance, and expected life - Clarify whether first article and PPAP-like documentation are included if relevant to your process - Lead time definition - Time from PO approval to ex-factory for first order and repeat order - Separate times for tooling, samples, pilot run, mass production, and packaging procurement - Payment terms - Your requested terms and acceptable alternatives. Example: 30 percent deposit, 70 percent before shipment, or net 30 after inspection for repeat orders - Currency and bank charges responsibility - Quality and testing - Incoming, in-process, and pre-shipment inspection expectations - Any pre-compliance or certification testing you plan to commission and what supplier inputs are needed - Documentation you expect. Example: material certs, RoHS declarations if relevant, COC - Change control - How exceptions or deviations should be listed on the quote - How long assumptions stand before they must be reconfirmed - Samples - Number and type of samples requested, who pays courier, and sample lead time - Whether samples are from current production or custom-built - Contacts and communication - RFQ contact person, language, and time zone - Deadline for questions and for quote submission - Required quote format. Example: editable spreadsheet attached, with one tab per Incoterm - Confidentiality - If you use an NDA, include the version and signature process

If you need to create or tighten a product brief before sending the RFQ, see How to Write a Product Brief for China Sourcing (/en/guides/how-to-write-a-product-brief-for-china-sourcing/). A clear brief reduces back-and-forth and improves comparability.

Normalize units, Incoterms, and scope so prices are apples to apples

A clean template will still yield messy data if suppliers use different assumptions. Standardize units, commercial terms, and scope to reduce variance and make adjustments explicit.

- Units and measures - Choose one system. If you design in inches but your suppliers work in millimeters, convert your drawings or include both with clear primaries. - Define what a unit includes. For sets, list components. For rolls, define roll length and core ID. - If the product is sold by area or weight, specify measurement method and tolerance. - Incoterms and named places - Pick a primary Incoterm and named place to anchor the cost base. Many buyers use FOB named port for manufacturing comparisons. - If you also ask for EXW or DDP, require separate lines and itemized adders. Do not accept a single number without a breakdown. - Scope boundaries - Clarify inclusions. Example: inner packaging, inserts, desiccants, palletization, labels, testing fees, inspection fees, export packing, export declaration. - Clarify exclusions. Example: import duties, VAT refunds, destination charges, third-party testing. - If there are multiple components, state whether the supplier is quoting the full assembly or only certain parts and who supplies the rest. - Tooling and NRE - Ask suppliers to separate one-time charges from amortized unit prices. If they propose amortization, ask for both options shown side by side. - Request expected tool life and any maintenance charges after a shot count or wear limit. - Lead time model - Define day zero. Example: after deposit received and drawings approved. - Ask suppliers to separate upstream material lead time from processing time. This helps you assess supply risk if you change materials. - Validity and escalation - Require a quote validity period and a named material index or trigger for price changes if volatility is likely. - If the supplier proposes surcharges for currency or freight, ask for the reference rate and calculation method.

Use this normalization as your yardstick for the comparison table. If a supplier cannot meet a standard assumption, record the deviation rather than accepting a blended price.

Clarify quality, testing, and documentation without overcommitting

Testing and documentation are specific to the product and destination. State what you will check and what evidence you will collect so you can make a decision, then verify on samples and before shipment.

- Performance checks - List the functional tests you will run on samples and first articles. - Ask the supplier what internal tests they use and request typical data sheets if available. - Materials and traceability - If material grade matters, ask how the supplier verifies and records lot information. - If you need certificates, list the document name you expect. Example: mill test certificate, plating thickness report. - Regulatory considerations - If your product may trigger mandatory testing or labeling in the destination market, flag that you will commission final testing with a qualified lab and may need supplier cooperation for samples and data. Do not name a standard unless you have confirmed it applies to your product and channel. - Inspection and acceptance - State whether you will use third-party inspection and what sampling plan you intend to apply. - Ask for the supplier’s standard cosmetic criteria and whether they accept your defect classification.

Treat these items as evidence to collect. Validate on samples and pre-shipment inspections, not from promises in the quote.

Run the RFQ like a controlled mini-project

Treat time and attention as limited on both sides. Set a structure, keep one version of the truth, and make exceptions visible.

- Timeline - Set a question window and a submission deadline. Encourage written questions so clarifications can be shared consistently. - Publish a decision date or next milestone so suppliers know what to expect. - Communication - Keep one channel for RFQ questions and one version of the RFQ. If you revise, change the revision number and send a tracked change note. - Batch clarifications. If you answer one supplier’s question that affects others, send the same clarification to all participants. - Format discipline - Provide a quote form in spreadsheet format with locked headers. Ask suppliers to fill cells, not reformat. - If they also want to send a PDF on letterhead, accept it, but use the spreadsheet for comparison. - Exception handling - Require a dedicated section for deviations. Example: “We cannot meet tolerance on feature X. Alternative suggested…” - Ask for risk notes. Example: long material lead times, capacity constraints, dependency on subcontractor for a process. - Supplier identity and capacity - Ask basic company profile data relevant to your category. Example: key processes in-house, main machines relevant to your part, typical monthly capacity for similar products. - Avoid fishing for confidential customer lists. Focus on capabilities and fit.

A controlled RFQ prevents assumption drift and keeps quotes comparable when you revisit them later.

Compare quotes with a single record and explicit assumptions

When quotes arrive, resist jumping to the lowest number. Build a comparison record with normalized fields and a log of differences. This keeps your decision traceable and makes trade-offs clear to colleagues.

Use the table below to capture each supplier on one row. Add product-specific columns as needed, but keep the structure stable so you can reuse it across RFQs.

| Supplier | Currency | Incoterm + place | Unit price at Q1 | Unit price at Q2 | MOQ | Tooling/NRE itemized | Packaging included | Payment terms | Lead time (first/repeat) | Quote validity | Included documents/tests | Declared deviations | Notes/risks | |---|---|---|---:|---:|---:|---|---|---|---|---|---|---|---| | Supplier A | USD | FOB Shenzhen | 2.45 | 2.20 | 1,000 | Mold $3,800 owned by buyer | Retail + master carton | 30/70 T/T | 35d / 25d | 60 days | Material cert, COC | Cannot meet ±0.05 on boss OD | Long resin lead time | | Supplier B | USD | FOB Shenzhen | 2.60 | 2.30 | 500 | Mold $0 amortized $0.10/unit | Master carton only | 50/50 T/T | 28d / 21d | 45 days | None listed | Suggests change to PP copolymer | Capacity tight in Q4 | | Supplier C | CNY | EXW Dongguan | 16.8 | 15.5 | 2,000 | Mold ¥22,000 owned by supplier | Retail + inserts | 30/70 T/T | 40d / 30d | 30 days | RoHS self-declaration | Requires buyer to supply insert | Exchange rate risk noted |

How to use the table:

  • Add your quantity tiers to the Q1, Q2 columns and extend as needed.
  • Convert currencies to a common base for comparison on a separate sheet, but keep the original currency visible in this table.
  • If a supplier quotes a different Incoterm, either request a revision to your primary Incoterm or add estimated logistics adders on a separate worksheet and note the assumption.
  • Keep deviations visible. A supplier with a slightly higher price but no critical deviations may be the lower risk choice.
  • Capture risk notes and questions in the last column and resolve them before shortlisting.

After populating the table, write a short decision note. Example: “Shortlist A and C for samples. B eliminated due to misaligned packaging scope and unverified material change.”

Plan samples, verification, and change control after the quote

A comparable quote is the start, not the finish. Tie the quote to real parts by testing samples, locking a reference, and controlling changes.

- Samples and first articles - Request off-tool samples if tooling is involved, not hand-made representations. - Define acceptance criteria for samples based on your RFQ. Record measurements and functional test results against the drawing and spec. - Golden samples and control plan - Once you approve a sample, tag and store it as a golden sample with photos and a measurement report. Share a copy with the supplier. - Draft a basic control plan that maps critical features to process checks. Align with the supplier before mass production. - Pre-production review - Hold a call to go through open deviations, risks, and any DFM suggestions. Record agreed changes in a revision-controlled spec. - Testing and compliance - If you plan any regulatory or safety testing, schedule it with lead time. Confirm who will prepare and ship samples and who pays lab fees. - Keep all test results and certifications linked to the product revision and lot records. - Change requests - If the supplier or your team proposes any change to materials, design, or process, require a formal change request with impact on cost, lead time, and performance. Update the spec and RFQ records accordingly.

These steps keep your decisions grounded in evidence and maintain alignment through production.

Document your decision so you can defend it later

Write a short decision record after you compare and before you act. It preserves context and lets new team members follow the logic.

Include:

  • Summary of the decision goal and comparison unit
  • Which RFQ revision and drawing revision were used
  • Which suppliers responded and were excluded with reasons
  • The shortlist and why, including key trade-offs on cost, lead time, quality, and risk
  • Any unresolved items that must be tested or verified before a PO
  • The next milestone and owner

Save the record with the RFQ, quote files, comparison table, and clarifications log. When you repeat the RFQ or add a new supplier, you can reuse the same frame and see what changed.

Next action

Create your RFQ package now. Start with your latest drawings and product brief, copy the template fields above, and set a single Incoterm and unit definition. Attach an editable quote form with locked headers. Set a seven to ten day question window and a submission deadline.

If you want help structuring your brief before you send the RFQ, you can use our Project Brief Builder (/en/start-project/) to organize the essentials without writing from scratch.

References

[1]: https://sourcingally.com/en/editorial-policy/ "Sourcing Ally Editorial Standards"