How Overseas Buyers Can Write Clear RFQs to Avoid Incorrect Quotes from Chinese Suppliers

When overseas buyers request quotes from Chinese suppliers, an RFQ shouldn't just state "Please quote this product." It's better to clearly specify product specifications, quantity, intended use, target market, packaging, certifications, delivery time, and trade terms. The clearer the RFQ, the more accurate the supplier's quote and the lower the communication costs later.

I. Why RFQs Affect Quote Accuracy

Many overseas buyers, when searching for Chinese suppliers, merely send a product image or a simple link and ask for a quote.

This approach often leads to inaccurate quotes.

Behind a single image, there could be variations in materials, dimensions, packaging, accessories, and quality grades. If a supplier doesn't understand the buyer's true requirements, they can only quote based on their own interpretation.

This can lead to several issues:

* The supplier quotes a standard configuration, but the buyer requires high-standard specifications.
* The supplier does not include export packaging.
* The supplier is unaware of the target country's certification requirements.
* The supplier calculates the price based on an incorrect quantity.
* The supplier does not account for custom colors, LOGOs, or labels.

Therefore, an RFQ is not merely a simple inquiry; it's the first step in ensuring suppliers understand your procurement needs.

II. Product Information Must Be Clearly Stated in the RFQ

When making an inquiry, buyers must first clearly describe the product itself.

Recommended information includes:

• Product Name
• Product Image or Reference Link
• Dimensions
• Material
• Color
• Functional Requirements
• Accessories List
• Whether Customization is Required
• Whether Samples Are Required
• Whether Quality Standards Apply

For furniture, specify material, dimensions, fabric, color, packaging, and usage scenario.
For lighting fixtures, specify voltage, wattage, color temperature, certifications, installation method, and target country.
For machinery and equipment, specify purpose, capacity, voltage, configuration, and testing requirements.

The more specific the product information, the closer the quote will be to the actual procurement cost.

III. Quantity and Packaging Requirements Must Be Stated in Advance

Supplier quotes are highly dependent on quantity.

Different quantities can lead to variations in unit price, MOQ, packaging costs, and delivery times.

Buyers should specify in the RFQ:

• Estimated Purchase Quantity
• Whether it's a test order
• Whether there's a long-term purchasing plan
• Whether MOQ is acceptable
• Whether mixed batches are required
• Whether custom packaging is needed

Packaging requirements should also be clarified upfront.

For instance, whether export cartons, pallets, wooden crates, moisture-proof packaging, shock protection, customer labels, barcodes, or shipping marks are required.

Many low-price quotes do not include comprehensive packaging. Adding packaging requirements later will result in a price change.

IV. Target Country and Trade Terms Are Essential

Buyers must inform suppliers of the final destination country for the goods.

The target country influences voltage, certifications, label languages, packaging requirements, and customs clearance documents.

For example, the European market may focus on CE, RoHS, and REACH.
The Middle East market might require project documentation, English or Arabic labels.
The Brazilian market may require Portuguese labels and local customs clearance documents.

Trade terms must also be clearly stated.

Buyers can ask suppliers to quote EXW, FOB, CIF, or DDP separately, but they should understand that each term includes different costs.

Without clearly stated trade terms, comparing quotes from different suppliers becomes difficult.

V. What Should a Clear RFQ Include?

Overseas buyers can prepare their RFQ using this checklist:

• Product image or reference link
• Product specifications and material
• Target purchase quantity
• Target country
• Whether samples are required
• Whether customization is required
• Packaging requirements
• Certification or testing requirements
• Target delivery date
• Preferred trade terms
• Whether pre-shipment inspection is required
• Whether logistics advice is needed

This checklist isn't complex, but it helps suppliers provide effective quotes more quickly.

If buyers only ask for a price, suppliers can only provide an approximate figure.
If buyers provide a complete RFQ, suppliers can offer quotes that are more comparable and closer to the actual order.

VI. How Easysail Can Assist

Easysail can help overseas buyers organize their RFQs and translate procurement needs into inquiry information that Chinese suppliers can more easily understand.

We can assist buyers in confirming product specifications, target quantities, packaging requirements, certification needs, trade terms, and shipping methods. We can also help screen suitable suppliers and compare different quotes.

If buyers are unsure how to describe a product, we can help prepare a basic inquiry checklist based on product images and the target market.

If you're planning to source products from China, you can send product images, target purchase quantities, target prices, destination country, and packaging requirements to Easysail.

We can help you organize your RFQ, then match you with more suitable Chinese suppliers, reducing issues with incorrect quotes, omitted costs, and repeated communication.