RFQ Template
Manufacturing RFQ Template for China Suppliers
Give China suppliers one revision-controlled requirement for product, quantity, quality, files, evidence, commercial terms, and deviations.
A manufacturing RFQ for China suppliers should make the product, quantity, quality basis, commercial boundary, and unanswered questions easy to find. The goal is not to write the longest document. It is to give several credible suppliers the same information so their replies can be compared.
Copy-ready RFQ cover
| Field | Buyer entry |
|---|---|
| Project | Project name, RFQ number, revision, issue date, response deadline |
| Buyer | Company, contact, role, email, country and time zone |
| Product | Plain-language description and intended use |
| Quantity | Sample, trial, first order, annual estimate, or machinery capacity basis |
| Destination | Country, city or port, delivery term requested, target schedule |
| Files | Drawing, specification, bill of materials, sample photos, packaging artwork, layout |
1. Define the technical requirement
List dimensions, tolerances, materials, grade or composition, finish, color, performance, interfaces, operating conditions, applicable buyer standards, and approved reference samples. For machinery, add product, container, output, process flow, utilities, controls, layout, changeovers, documents, spare parts, installation, and acceptance requirements.
2. Use a revision-controlled attachment list
| File ID | Title | Revision | Purpose |
|---|---|---|---|
| DRW-001 | Product or bottle drawing | Buyer entry | Dimensions and interface |
| SPEC-001 | Technical specification | Buyer entry | Materials, performance and quality |
| PKG-001 | Packaging requirement | Buyer entry | Protection, marks and logistics |
| QRY-001 | Supplier response schedule | Buyer entry | Comparable answers and deviations |
3. Tell suppliers how to respond
- Quote the requested base scope and list alternatives separately.
- Identify every assumption, exclusion, buyer-supplied item, and missing input.
- Reference the RFQ and drawing revision used for pricing.
- Provide a line-item price, quantity, unit, currency, and validity where applicable.
- State sample, tooling, development, test, packing, freight, installation, and service terms separately.
- Return a numbered deviation and clarification list rather than hiding changes in general notes.
4. Ask evidence questions before price dominates
Request the proposed manufacturing route, critical subcontracted processes, relevant equipment, material source or specification, in-process and final checks, sample approach, production lead-time basis, packing method, and evidence available for the exact requirement. For complex machinery, request a preliminary equipment list, line balance, utility table, layout basis, FAT approach, and responsibility matrix.
5. Define the commercial response
Ask for currency, price basis, delivery term with named place, payment stages, validity, sample and tooling ownership, lead time assumptions, packing, warranty, spare parts, service rates, travel costs, documentation, and change-control method. Import, tax, compliance, and contract questions should be reviewed by qualified parties for the buyer’s destination.
6. Include a supplier response table
| Question | Supplier response | Evidence reference | Status |
|---|---|---|---|
| Can you meet the current specification without deviation? | Supplier entry | Drawing, material data, process record | Confirmed / deviation / open |
| Which steps occur at your site? | Supplier entry | Process map, visit, dated evidence | Confirmed / open |
| What buyer inputs are still missing? | Supplier entry | Numbered question list | Open / answered |
| What changes price or lead time? | Supplier entry | Quotation notes and options | Confirmed / open |
7. End with a clear submission instruction
State the response deadline, file naming convention, contact person, question deadline, required quotation format, and whether partial responses are acceptable. Tell suppliers not to begin tooling, samples, design, or production without written authorization.
Remove fields that do not apply, but keep the revision, scope, deviation, evidence, and commercial-control logic. A clear short RFQ is better than a long generic template.
Questions buyers ask
Should a target price be included?
It depends on the sourcing strategy and maturity of the requirement. If included, explain the scope, quantity, currency, delivery basis, and quality assumptions behind it.
Can photos replace drawings?
Photos communicate appearance and context but usually do not control dimensions, tolerances, materials, interfaces, or acceptance. Use drawings or specifications where those details matter.
What if the requirement is incomplete?
Mark unknowns openly, ask suppliers to identify needed inputs, and separate budgetary responses from firm quotations. Do not compare an early estimate as if it were a final offer.