RFQ template: every field a factory needs, and why

A request for quote (RFQ) is the brief a factory prices from. A vague RFQ gets a vague quote: a unit price that changes the moment you mention your box, or a minimum nobody explained. A complete one gets a quote you can compare and hold the factory to.

The RFQ template has the same fields as the quote basket on this site, as a printable sheet and a CSV (spreadsheet) file. Fill it in offline or share it with your business partner or buyer, then use it to prepare your entries in the quote basket, which is how a request reaches us. The template lists every choice; for each product the basket shows only the choices that fit it, as explained below. This guide explains each field and why the factory needs it.

How a factory turns an RFQ into a price

• The base product: material, size and construction set the raw cost and which production line it runs on.
• The quantity: setup costs (cutting dies, jigs, a logo plate, print plates) are spread over the run, so quantity moves the unit price.
• The branding: each logo method has its own setup, and some only suit some materials.
• The packaging: printed packaging is made by a separate supplier with its own minimum, and it changes how many units fit a carton.
• The delivery terms: whether the price stops at the port in China or runs to your door.

Leave one of these out and the factory may guess or quote the cheapest version. That is a common source of quote surprises.

The product lines

One line per product. The basket holds one entry for each product, so a second option for the same product (another pack or logo method) goes in that product's note. Each line has the fields below.

Product

The exact product, by name or link from the range. Why: it pins the quote to one known item and spec, not a lookalike. If you want a change (a different size or handle), say so in the note.

Quantity

A band, such as 300 to 499, or Not sure yet. In the basket the bands start at each product's factory reference MOQ: bands that end below it are replaced by Below MOQ: ask about pooled orders, and the band the MOQ falls inside starts at the MOQ (for example, a product with an MOQ of 1,500 would show 1,500 to 2,999). So the template's bands are the full list, and your product may show fewer. Why: the quantity decides which minimum applies and which price break you land on. See what MOQ really means.

Exact units (optional)

A firm number if you have one. Why: a band gets a price range; a number gets a price.

Packaging

From factory standard (no branding) through swing tag, header card and sleeve to a printed colour box, or custom development for a new shape or size. Why: packaging often has its own minimum, sometimes higher than the product's, and it changes carton size and so freight. The packaging options compared guide goes through each one.

Logo method

No logo, laser etching, heat branding on wood, a logo plate or tag, or a printed storage bag or case. The template lists them all, but in the basket you only see the methods that suit the product's material: heat branding needs a wooden part, laser etching a metal one. Why: each method has its own setup cost and minimum.

Note for this product (optional)

Size, colour, set count, anything specific, up to 200 characters. Why: this is where a variant or a small change goes. Keep it measurable: "40 cm, not 32 cm" beats "longer".

I would like a sample of this product

Tick it if you want one. Why: the factory can plan sample timing and cost alongside the quote, rather than after it. Never order bulk without approving a physical sample; see sample looked great, bulk didn't.

About you and the order

Your name, business name and work email

Required. Why: the quote is written to your business. Who quotes and invoices you is the company named in your quote. A work email can also help show you are a real buyer rather than someone fishing for prices.

Phone (optional)

Why: one quick call can settle what would otherwise be a week of emails across time zones.

What kind of business?

Retailer, online store, brand owner, distributor or wholesaler, corporate gifting or promo, or other. Why: it shapes the sensible pack. A peg-hook store needs a hanging pack, an online store needs a box that survives a courier, a gifting buyer wants presentation.

Ships to

Australia, South Africa or somewhere else. Why: it sets the freight route, the duty and tax rules, and the shipping documents.

When do you need it on the shelf?

Not sure yet, within 3 months, 3 to 6 months, or 6 months or more. Why: it decides whether sea freight and a normal production slot will work, or whether the plan needs to change. Work back from your shelf date, not forward from today.

For a sharper first quote (all optional)

Delivery postcode

Why: it lets the landed estimate include the last leg from the port to your door, which can be a real share of the cost for a small shipment.

Price basis

Not sure yet, FOB (I arrange freight and import), or delivered to my door (DDP). Why: FOB and DDP are Incoterms rules, the standard trade terms published by the International Chamber of Commerce. FOB means the price covers the goods loaded on board the ship at the port of export, and you organise and pay for the rest. Delivered means the price includes freight, import and delivery. The two prices are not comparable, so pick one basis and ask every supplier for the same. Incoterms in plain English explains all eleven rules.

Target unit cost

A landed cost you need to hit, if you have one. Why: it lets the factory suggest a spec, pack or quantity that gets there, rather than quoting the top option and leaving you to haggle. Use the landed cost calculator to work out the factory price your target allows.

I already have logo artwork

Why: ready artwork (ideally vector files) means a faster and more accurate branding quote and proof.

Anything else?

Current packaging, branding ideas, products you cannot find, up to 4,000 characters. Why: context. A photo link of what you sell today is worth a paragraph.

I am open to a pooled order

Why: if your quantity is under the minimum, it lets us look at sharing a base run with other brands. See pooled production runs explained.

Decision rules

• If you do not know a field, choose Not sure yet rather than guessing. A wrong answer costs more time than an honest gap.
• If two packaging options appeal for the same product, choose one in the basket and ask for the other in that product's note. The difference is often in the minimum, not just the unit price.
• If you are comparing suppliers, send every one the same RFQ, on the same price basis.
• If the shelf date is fixed, say so in the notes, and treat it as the constraint everything else works around.

Common mistakes

• Asking "what's your best price?" with no quantity, packaging or price basis. You get a number that means nothing.
• Comparing an FOB price from one supplier with a delivered price from another.
• Leaving packaging out, then finding the box minimum is the real minimum.
• Describing changes in words rather than measurements.
• Skipping the sample tick box and assuming one will turn up.
• Not saying when the goods must be on the shelf.

What a good quote should come back with

• The spec, in writing: material and grade, dimensions, finish, branding method.
• The minimums, separately for the product, the logo and the packaging.
• The unit price at your quantity, and the price basis it is on.
• Sample timing and cost.
• Production lead time.
• Payment terms.
• Carton details (units per carton, carton size and weight), so freight can be worked out with the CBM calculator.

Common questions