Wholesale RFQ Template

Copy the blocks below into your email or spreadsheet. If a supplier skips a line, treat the quote as incomplete.

Before sending the request

Remove fields that do not apply and add the product details the factory will need to make a sample. Mark unknown items as questions. Do not allow each supplier to choose a different material, package, or delivery term and then compare only the final unit price.

Required fields

1. Product name, photos, and a measured spec (material, size, color, tolerance).
2. Packaging: inner box, master carton, barcode, and insert language.
3. Quantity breaks (for example 500 / 1,000 / 3,000).
4. Incoterm and named place (EXW factory, FOB Ningbo, DDP Dallas).
5. Lead time after deposit and after sample approval.
6. Payment terms and sample cost / refund rule.
7. Certifications you actually need for the destination market.

Ask for a complete reply

Request the legal Chinese company name, factory or trading-company status, quotation validity, sample plan, packing data, and the name shown on the receiving bank account. Ask the supplier to list exclusions instead of leaving them blank.

Put all replies into one comparison sheet. Keep unresolved questions visible. A lower price should not win because another supplier included export cartons, inspection access, or a different Incoterm.

After the quotation

Shortlist the suppliers that answered the specification clearly, then check them with the supplier scorecard. Verify the preferred company before paying a deposit and use the approved sample to close any detail the RFQ could not settle.

If you want the desk to send the RFQ, use the form. In the first message, a product link or plain description is enough. The open specification questions are handled before a supplier receives the final request.