An RFQ (request for quotation) is more than asking “What's your best price?” When two suppliers quote against different assumptions, the numbers do not tell you which offer is better. Use this checklist to make the commercial and technical requirements easier to compare.
12 details to include in a manufacturing RFQ
- Product name and intended use. Describe what the product does and who will use it. Reference photos can help, but they are not a replacement for specifications.
- Dimensions and tolerances. Include measurements and any critical fit, weight or dimensional requirements.
- Material and finish. Specify preferred materials, surface texture, colors and printing. Note where alternatives are permitted.
- Target market. State destination country and intended retail channel so the supplier can flag relevant requirements.
- Quantity scenarios. Ask suppliers to quote your realistic expected quantity and, if useful, a higher-volume alternative.
- Packaging. Define individual packaging, cartons, labeling, barcodes and protective requirements where known.
- Sample expectations. Ask about sample type, charges, timing and how revisions would be handled.
- Tooling and setup. For custom designs, ask whether new molds, printing plates or setup charges are needed.
- Unit price breakdown. Ask which costs are included or excluded, including packaging and any one-time fees.
- Trade terms and location. Request the Incoterms rule with named place, for example an agreed FOB port or EXW location, and confirm what is excluded.
- Lead-time assumptions. Request timelines for sampling, approval and production, plus quote validity.
- Testing and quality plan. Identify applicable destination-market requirements, inspections and documentation to be confirmed before committing.
Important: Country-specific safety, labeling, customs and intellectual property requirements vary by product and market. Confirm requirements with qualified advisers, testing providers and relevant authorities rather than relying on a supplier statement alone.
Compare quotes on the same basis
When the responses arrive, summarize them side by side. Any missing answer becomes a follow-up rather than an assumption.
| Compare | What to verify |
|---|---|
| Unit cost | Quantity tier, currency, packaging scope and quote validity |
| MOQ | Per color, design or SKU—not just total order quantity |
| Development cost | Sample, mold, setup and revision fees |
| Lead time | What starts the clock: deposit, artwork approval or sample signoff? |
| Trade terms | Exact Incoterm and named place |
| Quality | Written inspection and acceptance expectations |
A simple RFQ opening email
Subject: RFQ – [Product Name] – [Destination Market]
Hello, we are evaluating manufacturing options for [product]. Please review the attached specification and quote [quantities] with MOQ, sample charges, production lead time, packaging assumptions and applicable Incoterms. Please note any missing information or proposed alternatives. Thank you.
What to do before placing a purchase order
Confirm that specifications, approved samples, price terms, payment milestones, quality criteria and the responsible contracting parties are documented. A price quote alone is not a production agreement.
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