Contact & RFQ
How to Write an RFQ
A practical RFQ structure and copyable template for getting supplier quotes you can actually compare.
The short answer
An RFQ turns a sourcing idea into a comparable request for quotation. It should give suppliers enough detail to price the same product, quantity, packaging, delivery assumptions, and timing. It is more specific than a casual inquiry, but it is not a purchase order or a promise to buy.
Inquiry, RFQ, and purchase order
- An inquiry opens a conversation and tests general fit.
- An RFQ asks for a structured price and commercial response against known assumptions.
- A purchase order is a later buying instruction governed by the agreed commercial documents. The exact legal effect depends on the parties and contract.
What an RFQ should contain
- Buyer or company introduction
- Product name and reference
- Drawing, photo, or reference sample
- Dimensions, materials, and relevant tolerances
- Quantity and forecast assumptions
- MOQ question
- Sample requirements
- Packaging and branding
- Compliance or documentation needs
- Destination country and city
- Requested shipping term
- Lead time, payment terms, and quotation validity
Copyable RFQ template
Example: compare the responses
| Question | Supplier A | Supplier B | Supplier C |
|---|---|---|---|
| MOQ | 500 pcs | 1,000 pcs per color | 300 pcs with setup fee |
| Sample | $45 / 10 days | Free sample / 18 days | $30 / 7 days |
| Lead time | 35 days | 28 days | 45 days |
| Packaging | Standard included | Custom + setup | Not included |
| Payment | 30/70 | 50/50 | Not stated |
How many suppliers should receive an RFQ?
Five to ten qualified suppliers can be a useful starting range for a new product, but there is no universal rule. Quality of fit matters more than sending the request to a large number of unqualified contacts. Use the same assumptions so the responses are comparable.
Common mistakes
- Incomplete specifications or no quantity.
- Asking only “best price.”
- No destination or unclear shipping term.
- Mixing a sample quote with a production quote.
- Ignoring tooling, packaging, compliance, or quotation validity.
- Comparing quotes that use different assumptions.
Use this with FactoryRoster
FactoryRoster is a research directory, not a transaction intermediary. Use supplier profiles to compare public business details and verification checks, then confirm current product, commercial, compliance, and payment details directly with the supplier.
Next steps
- Search verified China suppliers by industry and supplier type.
- Review the verification checks and evidence notes on the profile.
- Use the Verification page to understand what each check does and does not prove.