Supplier, launch and expansion decisions · Ask the same question of every supplier
RFQ template
A structured request for quotation makes quotes comparable. Without it, every supplier answers a different question.
Key facts
| Product spec | Materials, dimensions, weight, colour, finish, function and tolerances |
|---|---|
| Packaging | Retail packaging, carton dimensions, labelling and barcodes |
| Quantity | Trial order, first order and annual volume, priced separately |
| Terms | Incoterm, payment terms, lead time and sample cost |
| Compliance | Test reports, declarations and the destination market requirements |
| Official source | Your own RFQ document and the supplier's written response |
Ask the same question of every supplier
A quote is comparable only when the question is the same. If one supplier quotes a bare product and another quotes retail packaging, the lower number may be the more expensive product. The RFQ fixes the specification so the prices mean the same thing.
Include the tolerances that matter. A bag quoted at a nominal thickness with a wide tolerance can be thinner than the sample. Specify the measurement method and the acceptable range.
Price the volume ladder
Ask for a trial quantity, a first order and an annual volume. The ladder shows the supplier's setup costs and your negotiating room. It also reveals whether the supplier is quoting a stock item or a custom run.
Ask for the sample cost and the sample lead time separately. A free sample with a long lead time is not free. Record the sample approval with photos and measurements, and make it part of the purchase order.
Frequently asked questions
How many suppliers should I ask?
Three to five is usually enough to see the range without turning sourcing into a full-time job. More is useful for a critical component.
Should the RFQ include the target price?
It can, but it may anchor the supplier. Ask for a quote first, then negotiate with the cost breakdown.
What if suppliers cannot meet the spec?
That is information. Either the spec is unrealistic or the supplier set is wrong. Do not silently relax the spec to get a lower price.
Do I need a drawing?
For custom mechanical or packaging parts, yes. A dimensioned drawing with tolerances prevents the most common quality dispute.
Ask a compliance question
Free first answer by email. Tell us the destination, the product and the channel — we will point you to the rule and the official source. No obligation, no sales sequence.