RFQ template for suppliers — what professionals include
A professional supplier RFQ includes: title, buyer requirements, specifications, quantity, packaging, quality, certifications, shipping, Incoterms, payment terms, lead time, sample requirements and a supplier response checklist. Instead of copying a static template, generate one tailored to your product in under two minutes.
The 10 sections of a strong RFQ
1. RFQ title + buyer intro
Product name, your company type (brand / Amazon seller / distributor), target market, and contact. One paragraph is enough.
2. Specifications
Materials, dimensions, weight, colors, variants, tolerances, and artwork/logo placement. Add photos or drawings if you have them.
3. Quantity + MOQ
First order + annual estimate, quantity tiers for price breaks (e.g. 1k / 3k / 5k units), and your MOQ flexibility.
4. Packaging & branding
Retail box, polybag, barcodes, inserts, outer carton, pallet requirements, and private-label needs.
5. Quality + inspections
AQL levels, function tests, third-party inspection rights, and defect handling.
6. Certifications
CE, RoHS, REACH, FDA, CPSIA, LFGB — state which apply and ask for existing certificates.
7. Shipping + Incoterms
Request EXW + FOB quotes minimum; add CIF/DDP to your port for landed-cost comparison.
8. Payment + lead time
Target payment terms (e.g. 30/70), sample cost and lead time, tooling fees, and mass-production lead time.
9. Supplier response format
A table: unit price per tier, tooling, samples, lead time, MOQ, validity. Comparable replies save days of follow-up.
10. Mandarin summary
A short 中文 version for Chinese factories so sales can forward to engineering without translation errors.
Filled example: insulated bottle 750ml
This is what the generator produces from a one-line description. Copy the structure, replace the values with your product, and send it as-is.
RFQ — Insulated Stainless Bottle 750ml (OEM)
- Specs
- 304 stainless, 750ml, matte black, laser logo, gift box + polybag
- Quantity
- 2,000 units first order · 10,000/year est. · tiers 1k / 3k / 5k
- Terms
- EXW + FOB Ningbo · 30/70 payment · samples 7 days · mass 35 days
- QC
- AQL critical 0 / major 2.5 / minor 4.0 · pre-shipment inspection right · LFGB for lid
- 中文
- 750ml保温杯，304不锈钢，哑光黑，激光logo，FOB宁波，2000件起订
See it as suppliers do: download this example as a one-page sample PDF.
Copy-paste checklist
Paste this into your draft and fill one line per row. Suppliers reply faster when every RFQ they receive uses the same format.
| # | Section | Fill in |
|---|---|---|
| 1 | Title + buyer intro | Product, company type, market, contact |
| 2 | Specifications | Materials, dimensions, colors, artwork |
| 3 | Quantity + MOQ | First order, annual est., price-break tiers |
| 4 | Packaging | Retail box, barcodes, carton, pallet |
| 5 | Quality | AQL levels, tests, inspection rights |
| 6 | Certifications | CE / FDA / LFGB — who pays for testing |
| 7 | Shipping | EXW + FOB quotes, port, CIF/DDP optional |
| 8 | Payment + lead time | 30/70, samples, tooling, mass lead time |
| 9 | Response format | Price tiers, tooling, lead time, validity |
| 10 | Mandarin summary | Short 中文 version for engineering |
What comparable replies look like
Section 9 exists so quotes arrive ready to compare. When every supplier answers the same format, picking a winner is one table — here filled with the bottle example:
| Supplier | 2k units (FOB) | 5k units (FOB) | Lead time | Validity |
|---|---|---|---|---|
| Factory A | €3.45 | €3.10 | 35 days | 60 days |
| Factory B | €3.60 | €3.05 | 40 days | 60 days |
- Compare the 5k tier first — it shows who wants your scaling business.
- Replies missing rows get one follow-up asking for the missing numbers.
- RFQly generates this response table inside every RFQ, so suppliers fill it in.
Static template vs. generated RFQ
A Word or Excel template gives you blank boxes. RFQly fills them: it drafts the specs, commercial terms, QC wording, and Mandarin summary from your short product description, then formats everything as a clean PDF. You still control every line — but you skip the blank-page work and the sourcing jargon research. Sourcing from China specifically? Read our China supplier RFQ guide for FOB/EXW, OEM/ODM, and AQL specifics.
Template FAQ
Is the template really free to preview?
Yes. Describe your product and preview the tailored RFQ free. You pay €9 only to unlock the full bilingual document + PDF.
Can I reuse the RFQ for multiple suppliers?
Yes. Send the same PDF to as many suppliers as you want. Comparable replies make negotiation far easier.
Do I need Incoterms if I use a forwarder?
Yes — still ask EXW + FOB. Your forwarder can compare against the factory's FOB and spot overcharges.