3 steps to make a good RFQ file

By Gordon Fong

Making a RFQ (Request for Quotation) sheet is the first step to import from China. Before you plan to send an inquiry to your Chinese suppliers, one critical thing is that you should make it clear what your product is in your RFQ sheet.

This article aims to tell you how to make a good RFQ sheet in 3 steps. A good and correct sheet will gain you more attention from your suppliers and help you get a better response.

Step 1: List a Product Specification Sheet

Product specifications include product name, photo, material, dimensions, package, labeling and color codes and all other specific requirements, which can define what is being really produced. The final quotation price you’ll get is up to how much information you have provide to your supplier. Give more specific details beforehand, and you’ll receive a more valid price, which could be resulting in a more efficient importing process next.

Please be aware that there is no exact formula or template for a specification sheet. We assume these 7 parts specs are very important to make a specification sheet, based on our experiences for years.

Case Study (I): Product Specification—-T8 Led tube 18W

Step 2: Research the Product Safety Standards & Labeling Requirements

According to country rules, Safety Standard Certificates should be mandatorily or voluntarily included. For instance, CE and ROHS are necessary documents if you are importing products to EU countries. Thus, make a research about which certificates you should be compliant to, and list it out in your specification sheet. Followings are some certificates requirement for your reference.

Notice: Above cases are for your reference only. We didn’t conclude all regional quality standards, and different product has its own quality compliance. Thus, we suggest you directly contact local Customs Department or Clearance Broker for more information.

What’s more, some countries put a strict requirement to product labeling. It is important to check with your Customs or the appropriate authorities to confirm the current labeling requirements.

Step 3: Make the RFQ File

Since the RFQ file will come to suppliers, you’d better make it in a common format such as Excel or Word. According to the International Trade Rules, a qualified RFQ file is based on your Product Spec. Sheet, as well as essentials like Trade Terms and Documents. Following Parts are suggested to be included in your RFQ file:

Case Study (II): RFQ file: T8 Led tube 18W

Tips:

Try to include as much information as possible in the product specification sheet. That can quicken your proceedings and make the whole importing process more easily.

Concerning about product’s safety and certificates, as well as some importing rules, we strongly suggest you contact local authorities, the Customs and Clearance Brokers.

If you are stuck in defining your product specification, you can search it on Google.com, or other trade websites such as GlobalSources.com and Made-in-China.com, select several suppliers, and inquire them. As a request for quotation, suppliers will ask you necessary specification information instead.

Gordon Fong, E-MBA from Shanghai Jiao Tong University, as well as founder of Lance Group www.abcsources.com, a sourcing agent in China for over 7 years, has constantly engaged in providing one-stop purchasing services to buyers all over the world, including some famous global brands such as Sears, Target and Walmart. Gordon used this abundant experience and sharp perspective in publishing the Buyer’s Guide 2017, a step-by-step guide to sourcing and purchasing from China.