What Is an RFQ?
An RFQ (Request for Quotation) is a structured document a buyer sends to suppliers asking for a formal price quote on a specific product. Unlike a casual "how much is this?" email, a well-written RFQ gives the supplier everything needed to quote accurately: exact specifications, target quantity, material grade, certifications, packaging, incoterm, delivery date, and payment terms. The quality of the quotes you receive is directly proportional to the quality of your RFQ β a vague RFQ produces vague, inflated, or incomparable prices, and is the #1 reason first-time buyers overpay or get scammed.
The 9 Critical Elements of a Great RFQ
Every element below affects the supplier's price. Skip one and you will either get a quote that is too high (supplier pads for unknown risk) or too low (supplier assumes the cheapest version and you get a surprise later).
| # | Element | What to Include | Why It Matters |
|---|---|---|---|
| 1 | Product description & specs | Dimensions, weight, material, color, function | Defines the product; without it price is meaningless |
| 2 | Technical drawings / spec sheet | PDF drawings, CAD files, tolerances | Prevents misinterpretation of custom parts |
| 3 | Target quantity & MOQ | Exact qty + ask tiered pricing (100/500/1k/3k) | Volume drives price; tiered quotes reveal discount curve |
| 4 | Target price (optional) | Set 10β15% below your real budget | Signals seriousness; anchors negotiation |
| 5 | Material & quality | Grade (304 SS, food-grade silicone, AQL 2.5) | Avoids cheap substitute materials |
| 6 | Certification requirements | CE, FCC, RoHS, FDA, BSCI | Non-certified goods cannot be imported |
| 7 | Packaging requirements | Retail box, polybag, label, FNSKU for Amazon | Packaging can add 10β30% to unit cost |
| 8 | Delivery date & incoterm | Need-by date + FOB Ningbo / EXW / DDP | Determines freight responsibility and urgency premium |
| 9 | Payment terms | T/T 30/70, L/C, Trade Assurance | Affects supplier's pricing and your risk |
| 10 | Reference photos / samples | Product photos, competitor links, physical sample | Removes ambiguity better than words |
Use this list as a checklist before you hit send. A complete RFQ also shows the supplier you are a professional buyer β they will prioritize it over a one-liner email.
How to Send Your RFQ
There are three main channels to send an RFQ to Chinese suppliers:
- Direct email β best for suppliers you already contacted (from Alibaba, 1688, or trade shows). Use a professional subject line: "RFQ: [Product] β [Quantity] pcs β [Your Company]".
- Alibaba.com RFQ tool β post a public RFQ on Alibaba; suppliers bid on it. Good for discovering new suppliers, but you will get many low-quality spam quotes.
- 1688 (via agent) β for the lowest factory prices, send 1688 links to a sourcing agent who translates and contacts suppliers in Chinese.
Before sending, make sure your suppliers are pre-qualified β see our step-by-step China import guide for the full supplier vetting flow. A good sourcing preparation checklist ensures you do not forget any element.
How to Compare Quotes (Quote Comparison Matrix)
Never compare quotes by unit price alone. Build a matrix that normalizes every quote to the same basis. Example for a stainless-steel water bottle, 1,000 pcs, FOB Ningbo:
| Supplier | Unit Price | MOQ | Lead Time | Certification | Incoterm | Sample Cost | Landed Cost/unit |
|---|---|---|---|---|---|---|---|
| Factory A | $3.20 | 500 | 20 days | FDA + LFGB | FOB Ningbo | $40 | $3.85 |
| Factory B | $2.90 | 1,000 | 25 days | FDA only | EXW | $60 | $3.90 |
| Trading Co. C | $3.80 | 300 | 18 days | FDA + LFGB | FOB Shanghai | Free | $4.40 |
| Factory D (too cheap) | $2.10 | 2,000 | 30 days | None | EXW | $100 | Scam risk |
Factory B has the lowest unit price but ships EXW (you pay $0.40 freight + $0.10 LFGB cert gap), so Factory A wins on landed cost. Factory D's $2.10 price is a red flag β no certification and a 2,000 MOQ signal corner-cutting. Read FOB vs EXW vs DDP to understand how incoterm affects landed cost.
Worked Example: Detailed RFQ vs Vague "How Much Is This?"
A buyer wants 1,000 food-grade silicone spatulas. Here is the difference a good RFQ makes:
Vague RFQ: "Hi, how much is this silicone spatula?"
- Supplier response rate: ~40%
- Quote range: $0.80 β $3.50 (huge spread β each assumes different material/quantity)
- Quote accuracy: low β most quote the cheapest version; real price jumps when you specify food-grade + 1,000 pcs + retail box
- Time to finalize: 2β3 weeks of back-and-forth
Detailed RFQ: "Food-grade silicone spatula, 28cm, red, 1,000 pcs, FDA/LFGB certified, retail box with custom label, FOB Ningbo, T/T 30/70. Please quote tiered pricing at 500/1,000/3,000 pcs."
- Supplier response rate: ~75%
- Quote range: $1.20 β $1.80 (tight, comparable spread)
- Quote accuracy: high β suppliers quote exactly what you asked for
- Time to finalize: 3β5 days
Result: The detailed RFQ saves 2+ weeks and yields a real price of $1.30/pc vs the vague RFQ's eventual $1.90/pc after corrections β a $600 saving on 1,000 pcs.
Red Flags in Supplier Quotes
- Quote 30% below the pack β the supplier is either cutting corners (cheaper material, no certification) or running a scam. Never take the lowest quote without verification.
- Quote 30% above the pack β usually a trading company adding markup, or a supplier who does not really want the order.
- No certification listed β if you sell in the EU/US, uncertified goods get seized at customs. Always require CE/FCC/RoHS/FDA as applicable.
- Refuses samples β a real factory always offers samples (paid or free). Refusal means they cannot produce what they quoted.
- Insists on 100% T/T upfront β standard is 30% deposit / 70% balance before shipment or after QC. Full upfront is a scam risk.
For safe payment options, see how to pay Chinese suppliers safely.
Frequently Asked Questions
1. What is an RFQ?
An RFQ (Request for Quotation) is a document a buyer sends to suppliers asking for a formal price quote on a specific product. A good RFQ includes product specs, target quantity, material, quality and certification requirements, packaging, incoterm, delivery date, and payment terms so suppliers can quote accurately and comparably.
2. What is the structure of an RFQ?
A complete RFQ has 10 sections: (1) product description and specs, (2) technical drawings or spec sheet, (3) target quantity and MOQ, (4) target price (optional), (5) material and quality requirements, (6) certification requirements, (7) packaging requirements, (8) delivery date and incoterm, (9) payment terms, and (10) reference photos or samples.
3. How many suppliers should I send my RFQ to?
Send the same RFQ to 5β10 shortlisted suppliers. Fewer than 5 gives you no price benchmark; more than 10 wastes time and dilutes response quality. Aim for 3β5 usable quotes to compare.
4. Should I include a target price in my RFQ?
It is optional but recommended. Including a realistic target price signals you are a serious buyer and helps suppliers quote competitively. However, set it 10β15% below your real budget to leave negotiation room, and never set it so low that suppliers quote you junk quality.
5. How do I compare quotes from Chinese suppliers?
Compare total landed cost, not just unit price. Build a matrix with: unit price, MOQ, lead time, certification included, incoterm (FOB vs EXW vs DDP), sample cost, and payment terms. A $0.20 cheaper unit price that adds $0.50 in freight or lacks CE certification is not cheaper.
6. What is the difference between an RFQ and a sample order?
An RFQ is a written request for a price quote; a sample order is a small paid order (usually $30β$150) to test quality before placing a bulk PO. Always send the RFQ first, compare quotes, and then order samples from the top 2β3 suppliers before committing to a large order.
Conclusion
A great RFQ is the foundation of every successful China sourcing order β it determines whether you get accurate, comparable prices or a pile of vague quotes that waste weeks. Include all 9β10 elements (specs, drawings, quantity, target price, material, certification, packaging, incoterm, payment, references), send the same RFQ to 5β10 pre-qualified suppliers, and compare total landed cost in a matrix rather than chasing the lowest unit price. Watch for red flags (30% below/above the pack, no certification, 100% upfront) and always order samples before a bulk PO. If you want a hand turning your product idea into a structured RFQ and getting real factory quotes, send Yeatru your specs and we'll send 3β5 comparable quotes within 48 hours.
