How to Request a Quotation from a Chinese Supplier: A Practical Guide for International Buyers

Requesting a quotation from a Chinese supplier may look simple. You send a product photo, ask for the price, and wait for the supplier to reply.

In practice, this approach often produces quotations that are difficult to compare.

One supplier may quote EXW. Another may quote FOB. One may include standard packaging while another excludes it. A supplier may quote a lower price based on a higher MOQ, while another offers a higher price for a smaller quantity.

For international buyers, a good quotation request is therefore not simply a message asking, “What is your best price?”

A professional RFQ—Request for Quotation—should give the supplier enough information to calculate the product correctly while also asking for the commercial details needed to make a purchasing decision.

This guide explains how to prepare an RFQ, what information to include, how to compare quotations from Chinese suppliers, and how to negotiate after receiving the first offer.

---

1. What Is an RFQ?

An RFQ is a formal request asking a supplier to provide pricing and commercial information for a specific product.

A useful RFQ normally covers:

• Product specifications

• Quantity

• Packaging

• Customization

• MOQ

• Sample requirements

• Delivery time

• Trade terms

• Payment terms

• Shipping destination

• Certifications

• Other purchasing requirements

The purpose is not simply to obtain a price.

The purpose is to obtain a comparable and usable quotation.

A good RFQ allows you to answer:

How much will the product cost, under what conditions, and when can I receive it?

---

2. Why a Good RFQ Matters

Poorly written inquiries create several problems.

A buyer may send:

“Please quote this product. What is your best price?”

The supplier may respond:

“$8.50/pc.”

But what does $8.50 include?

• What quantity?

• What material?

• What packaging?

• What customization?

• What trade term?

• What payment terms?

• What delivery time?

• What shipping destination?

Without this information, the price has limited value.

A detailed RFQ may result in a response such as:

Item	Quotation
Product	Stainless steel bottle
Material	304 stainless steel
Capacity	750 ml
Quantity	2,000 pcs
Logo	Laser engraving
Packaging	Individual kraft box
Unit price	$5.20
MOQ	1,000 pcs
Sample	$30
Production time	25 days
Trade term	FOB Shenzhen
Payment	30% deposit / 70% balance
Quote validity	30 days

This quotation is much easier to evaluate.

---

3. Prepare Your Product Specifications First

Before contacting suppliers, organize the product information.

At minimum, include:

Basic information

• Product name

• Model number

• Product category

• Intended application

• Required quantity

Technical information

• Dimensions

• Weight

• Materials

• Colors

• Functions

• Performance requirements

• Tolerances

• Technical standards

Customization

• Logo

• Printing

• Color customization

• Packaging

• Labels

• Accessories

• OEM/ODM requirements

Compliance

If applicable, specify:

• Required certifications

• Testing standards

• Safety requirements

• Labeling requirements

• Destination-country compliance

The more technical the product, the more important detailed specifications become.

---

4. Include the Quantity You Actually Expect to Buy

Quantity has a direct effect on supplier pricing.

Instead of asking:

“How much is this product?”

tell the supplier the expected order quantity.

For example:

Initial order: 1,000 pcs
Estimated annual volume: 10,000 pcs

You can also request tiered pricing:

Quantity	Required Price
500 pcs	Quote
1,000 pcs	Quote
3,000 pcs	Quote
5,000 pcs	Quote
10,000 pcs	Quote

This helps you understand the supplier’s pricing structure.

It may also reveal where meaningful volume discounts begin.

---

5. Ask About MOQ

MOQ means Minimum Order Quantity.

A supplier might have:

• Standard MOQ

• MOQ per color

• MOQ per size

• MOQ per model

• MOQ for customized packaging

• MOQ for custom manufacturing

These can be very different.

For example:

A supplier may accept 500 pieces for a standard product but require 2,000 pieces for a custom color.

Therefore, your RFQ should ask:

What is your MOQ for the standard product?

and, if relevant:

What is the MOQ for customized color, logo, and packaging?

This prevents unexpected requirements after you have already selected the supplier.

---

6. Ask for Both Standard and Customized Pricing

If you are considering customization, request separate prices.

For example:

Option	Requirement
Standard product	Existing design
Logo	One-color logo
Packaging	Custom printed box
Full OEM	Custom product design

Ask the supplier to identify the additional cost for each customization.

This makes it easier to calculate whether customization is commercially worthwhile.

---

7. Specify Your Packaging Requirements

Packaging is often overlooked during the quotation stage.

However, packaging can affect:

• Product cost

• Shipping volume

• Product protection

• Branding

• Customs labeling

• Retail presentation

Ask suppliers to quote packaging separately when appropriate.

For example:

Standard export carton
Individual retail box
Custom printed retail packaging

If you sell products through retail or e-commerce channels, packaging may be an important part of the final product rather than a secondary detail.

---

8. Tell the Supplier Your Destination

Your destination matters when discussing logistics.

For example:

Destination: Los Angeles, USA

or:

Destination port: Hamburg, Germany

or:

Delivery address: Toronto, Canada

You do not necessarily need to ask the factory to provide a complete delivered price.

But providing the destination helps the supplier or logistics provider determine appropriate transportation options.

For DDP requests, provide the actual delivery location as accurately as possible.

---

9. Specify the Incoterm You Want

Do not ask five suppliers for prices without specifying the commercial basis.

You can request:

• EXW

• FOB

• CIF

• DAP

• DDP

depending on your purchasing requirements.

For example:

Please quote FOB Shenzhen.

You can also ask for multiple options:

Please provide EXW and FOB Shenzhen prices.

This can make the quotation easier to compare.

Remember that different Incoterms allocate costs, responsibilities, and risks differently.

---

10. Ask for a Shipping Quote Separately When Necessary

Product suppliers are not always the best source for international freight.

You can request:

Product price: FOB Shenzhen
Estimated cargo: 10 cartons
Total gross weight: approximately 180 kg
Total volume: approximately 1.2 CBM

Then obtain a separate freight quotation from a freight forwarder.

This creates a clearer cost structure:

Factory Cost + International Freight + Destination Costs = Estimated Landed Cost

For buyers importing regularly, separating product and logistics costs can make supplier comparison easier.

---

11. Ask About Lead Time

Price is only one part of a purchasing decision.

Ask:

What is the production lead time after receiving the deposit?

For customized products, also ask about:

• Artwork approval time

• Sample development time

• Tooling time

• Production time

• Packaging time

For example:

Sample: 7–10 days
Mass production: 25–30 days after sample approval

This is more useful than simply asking:

“How fast can you ship?”

---

12. Ask About Sample Costs

If the product is unfamiliar, request a sample quotation.

Ask the supplier to clarify:

• Sample price

• Shipping cost

• Sample production time

• Whether the sample fee is refundable

• Whether customization is included

For example:

Please quote one customized sample with our logo and the shipping cost to Germany.

This gives you a realistic understanding of the product before committing to a larger order.

---

13. Ask for Payment Terms

Include payment terms in your RFQ.

You can ask:

Please provide your standard payment terms.

For example, suppliers may offer different structures depending on the order and relationship.

Do not assume that every supplier uses the same payment arrangement.

For a new supplier, payment terms should be evaluated together with supplier verification, contract terms, inspection arrangements, and transaction risk.

---

14. Ask About Certifications and Compliance

If the product requires certifications, mention them before receiving the quotation.

For example:

The product will be imported into the EU. Please provide available compliance documents and relevant test reports.

Depending on the product, buyers may need to consider:

• Product safety requirements

• Electrical standards

• Chemical restrictions

• Labeling requirements

• Packaging requirements

• Country-specific regulations

Do not wait until after production to ask whether the supplier can provide required documentation.

---

15. Ask Whether the Price Includes Tooling

Customized products may require:

• Molds

• Dies

• Printing plates

• Cutting tools

• Special fixtures

• Custom components

Ask:

Is any tooling required for this product?

If yes:

Please quote the tooling cost separately.

Also clarify whether tooling belongs to the buyer and how it is handled if the supplier relationship ends.

---

16. Request a Formal Quotation

For serious purchasing projects, ask the supplier to issue a formal quotation rather than relying only on a chat message.

A useful quotation should contain:

• Supplier company name

• Supplier contact information

• Product description

• Specification

• Quantity

• Unit price

• Currency

• MOQ

• Packaging

• Sample cost

• Tooling cost

• Lead time

• Trade term

• Payment terms

• Quote validity

A formal quotation gives you a much better basis for supplier comparison.

---

17. Use the Same RFQ for Multiple Suppliers

One of the best ways to compare suppliers is to give each supplier essentially the same requirements.

For example:

Supplier A

• 2,000 pcs

• 304 stainless steel

• 750 ml

• Black

• Laser logo

• Individual box

• FOB Shenzhen

Supplier B

• Same requirements

Supplier C

• Same requirements

Now the quotations have a common basis.

If every supplier receives different specifications, the comparison becomes unreliable.

---

18. Build a Supplier Quotation Comparison Sheet

Do not compare quotations only by looking at the unit price.

Create a simple comparison table.

Item	Supplier A	Supplier B	Supplier C
Unit price	$5.20	$5.05	$5.40
MOQ	1,000	3,000	500
Sample	$30	$20	Free
Lead time	25 days	35 days	20 days
Packaging	Included	Extra	Included
Tooling	$300	$500	None
FOB	Shenzhen	Ningbo	Shenzhen
Payment	30/70	30/70	50/50
Warranty	12 months	12 months	6 months

This immediately shows that the lowest unit price may not be the best overall offer.

---

19. Look for Hidden Costs

A quotation may appear inexpensive because some costs are excluded.

Check whether the price includes:

• Packaging

• Labels

• Accessories

• Logo

• Testing

• Tooling

• Domestic delivery

• Export-related charges

• Inspection

• Spare parts

Ask directly:

Are there any additional costs that are not included in this quotation?

This simple question can prevent unpleasant surprises.

---

20. Understand Price Breaks

Chinese suppliers may offer different prices at different quantities.

For example:

Quantity	Unit Price
500	$6.20
1,000	$5.70
3,000	$5.20
5,000	$4.95
10,000	$4.70

Do not automatically choose the largest quantity.

Calculate whether the lower unit price justifies:

• Additional inventory

• Storage

• Working capital

• Demand uncertainty

• Product obsolescence

The best quantity is the one that makes commercial sense for your business.

---

21. Ask Why the Price Is Different

If one supplier’s quotation is dramatically lower than the others, do not immediately assume you have found a great deal.

Ask what explains the difference.

Possible reasons include:

• Different materials

• Different specifications

• Different packaging

• Different production process

• Different quantity assumptions

• Different trade terms

• Different quality standards

• Different supplier margins

A $4 product and a $6 product may not actually be the same product.

---

22. How to Negotiate After Receiving the Quotation

Do not negotiate blindly.

First identify the supplier’s pricing structure.

Instead of:

“Your price is too high. Give me your lowest price.”

try:

“Our target quantity is 3,000 units. If we confirm the order this month, what is the best FOB price you can offer?”

Or:

“If we use your standard packaging instead of customized packaging, how much can the unit price be reduced?”

Specific questions create meaningful negotiation opportunities.

---

23. Negotiate the Whole Package, Not Just the Unit Price

If the supplier cannot reduce the product price further, consider negotiating other terms.

For example:

• Lower MOQ

• Free samples

• Better packaging

• Faster production

• Spare parts

• Better payment terms

• Reduced tooling charges

• Improved warranty

• Free logo setup

• Better shipping terms

A supplier may prefer to maintain the unit price while providing additional value elsewhere.

---

24. Sample RFQ for a Standard Product

Here is a practical structure international buyers can adapt:

Subject: RFQ – [Product Name]

Dear [Supplier Name],

We are looking for a supplier for the following product:

Product: [Product Name]
Model: [Model]
Material: [Material]
Size: [Size]
Color: [Color]
Quantity: [Quantity]
Logo: [Yes/No]
Packaging: [Requirement]
Destination: [Country/City]

Please provide the following information:

1. Unit price

2. MOQ

3. Sample cost

4. Sample lead time

5. Mass production lead time

6. Packaging details

7. Available customization options

8. Tooling cost, if applicable

9. Payment terms

10. EXW price

11. FOB price

12. Available certifications

13. Quotation validity

Please also let us know if there are any additional costs not included in the quotation.

Thank you.

Best regards,
[Name]
[Company]
[Country]

---

25. Sample RFQ for a Customized Product

For OEM/ODM projects, the RFQ should be more detailed.

Include:

• Product drawings

• Dimensions

• Materials

• Technical requirements

• Reference samples

• Logo artwork

• Packaging artwork

• Target quantity

• Target market

• Compliance requirements

• Expected delivery date

You can write:

We are looking for an OEM manufacturer for this product. Please review the attached specifications and provide pricing based on 1,000 / 3,000 / 5,000 units.

Then request:

• Tooling cost

• Sample cost

• Sample lead time

• Production lead time

• Unit price by quantity

• Packaging options

• Certification information

• Payment terms

This gives the supplier a much clearer basis for calculation.

---

26. How to Handle a Supplier That Does Not Answer Everything

It is common for suppliers to respond to only part of an RFQ.

For example, you may ask ten questions and receive only the unit price.

Do not immediately reject the supplier.

Send a short follow-up:

Thank you for the quotation. Could you please also confirm the MOQ, production lead time, packaging cost, sample cost, and FOB price?

If the supplier repeatedly avoids important questions, however, that may become a supplier-selection issue.

A reliable commercial partner should be able to communicate the basic terms of an order clearly.

---

27. Watch for Inconsistent Quotations

Pay attention when the supplier’s information changes repeatedly.

For example:

First message:

$4.80/pc

Later:

$5.30/pc

Then:

$5.80/pc including packaging.

This does not automatically mean the supplier is dishonest.

The specification may have changed.

But you should ask:

Could you please confirm the final price based on the specifications below?

Then summarize the complete requirements.

This creates a single reference point.

---

28. Do Not Reveal Your Entire Negotiation Strategy Too Early

You do not necessarily need to tell every supplier:

“Supplier B offered me $4.80.”

Instead, you can say:

“Your current quotation is above our target. Could you review the pricing based on 3,000 units and let us know your best workable offer?”

This keeps the negotiation professional.

If you do share competitor pricing, make sure the comparison is genuinely based on equivalent specifications and commercial terms.

---

29. How Many Suppliers Should You Request Quotes From?

There is no universal number.

For a new purchasing project, a practical process is:

Initial supplier pool → 5–10 candidates

Then:

Quotation comparison → 3–5 serious suppliers

Then:

Samples and deeper evaluation → 2–3 suppliers

Finally:

Primary supplier + backup supplier

The goal is not to collect hundreds of quotations.

The goal is to develop a small group of suppliers that you can realistically evaluate.

---

30. When Should You Stop Asking for Quotes?

Once you have enough information to make a purchasing decision, continuously requesting more quotations may create more noise than value.

You can normally move forward when you have:

• Comparable specifications

• Clear pricing

• Confirmed MOQ

• Acceptable lead time

• Sample information

• Commercial terms

• Quality requirements

• Shipping assumptions

• Supplier verification

• A workable total cost

At that point, the next step should be deeper due diligence and sample evaluation rather than endlessly searching for another $0.10 reduction.

---

31. RFQ Mistakes International Buyers Should Avoid

Mistake 1: Sending only a product photo

Photos rarely contain enough technical information.

Mistake 2: Not specifying quantity

Price depends heavily on volume.

Mistake 3: Asking only for the lowest price

This encourages price-focused responses rather than complete commercial proposals.

Mistake 4: Comparing different Incoterms

EXW, FOB, CIF, and DDP can produce very different cost structures.

Mistake 5: Ignoring packaging

Packaging can significantly affect both product cost and freight volume.

Mistake 6: Forgetting lead time

A cheaper supplier is not necessarily better if the delivery schedule does not work.

Mistake 7: Asking for DDP without a specific destination

The supplier needs sufficient destination information to calculate delivery.

Mistake 8: Not asking about additional costs

Unexpected tooling, packaging, testing, or customization charges can change the final price.

Mistake 9: Changing specifications during comparison

If every supplier receives different requirements, your comparison becomes unreliable.

Mistake 10: Choosing purely on unit price

The real decision should be based on value, risk, quality, and total landed cost.

---

32. A Professional RFQ Workflow

A practical process looks like this:

Step 1: Define product requirements
↓
Step 2: Determine expected quantity
↓
Step 3: Prepare drawings/photos/specifications
↓
Step 4: Identify qualified suppliers
↓
Step 5: Send the same RFQ requirements
↓
Step 6: Collect quotations
↓
Step 7: Check whether quotations are comparable
↓
Step 8: Clarify missing information
↓
Step 9: Compare total costs
↓
Step 10: Negotiate with shortlisted suppliers
↓
Step 11: Request samples
↓
Step 12: Verify the supplier
↓
Step 13: Confirm final specifications
↓
Step 14: Place the order

This process is much more reliable than simply asking several suppliers:

“Best price?”

---

33. Final RFQ Checklist

Before sending your inquiry, check:

Product

• [ ] Product name

• [ ] Model

• [ ] Material

• [ ] Dimensions

• [ ] Color

• [ ] Technical specifications

• [ ] Photos/drawings

Quantity

• [ ] Initial quantity

• [ ] Expected repeat quantity

• [ ] Quantity tiers if required

Customization

• [ ] Logo

• [ ] Printing

• [ ] Packaging

• [ ] Accessories

• [ ] OEM/ODM requirements

Commercial terms

• [ ] MOQ

• [ ] Unit price

• [ ] Trade term

• [ ] Payment terms

• [ ] Quotation validity

• [ ] Tooling cost

Production

• [ ] Sample cost

• [ ] Sample lead time

• [ ] Production lead time

Logistics

• [ ] Destination

• [ ] Shipping method

• [ ] Packaging information

• [ ] Estimated weight/volume if available

Compliance

• [ ] Required certifications

• [ ] Testing requirements

• [ ] Destination-market requirements

---

Conclusion

A professional quotation request is one of the most important tools in international sourcing.

The purpose of an RFQ is not simply to obtain the lowest number.

It is to create a clear commercial basis for comparing suppliers.

A strong RFQ should make the supplier understand:

What you want → How much you need → What quality you require → How it should be packaged → Where it needs to go → What commercial terms you expect.

Once quotations are received, compare more than unit price.

Consider:

Product specification + MOQ + quality + lead time + packaging + payment terms + Incoterms + logistics + compliance + total landed cost.

The best quotation is not necessarily the cheapest quotation.

It is the quotation that gives you the right combination of price, quality, delivery, transparency, and manageable purchasing risk.

For international buyers purchasing from China, a well-prepared RFQ can save time, reduce misunderstandings, improve supplier negotiations, and make the entire sourcing process much more efficient.