China Supplier RFQ (Request for Quotation) Template
A vague RFQ gets vague quotes. This template asks each Chinese supplier for the same data: tier pricing, VAT basis, Incoterm, tooling ownership, lead time and quality evidence. The result is quotes you can compare on one page.
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China Supplier RFQ (Request for Quotation) Template
Request for Quotation RFQ-2026-014
Issued by: Acme Industrial Inc. Buyer contact: Jane Smith, jane@example.com Issue date: 2026-10-20 Quotation due: 2026-11-03
Part information
Part: BRK-2210 Rev C Description: CNC machined aluminium bracket 6061-T6, anodized clear, per attached drawing. Estimated annual quantity: 24,000 pieces Quote tiers: 500 / 2,000 / 5,000 / 12,000
Commercial terms requested
Incoterm: FOB Ningbo Price basis: Show both Currency: Both Payment terms proposed: 30% deposit, 70% before shipment, or L/C at 60 days Please state price validity period, MOQ, standard packing quantity and the exchange rate used if quoting in two currencies.
Please include in your quotation
| Item | Supplier response |
|---|---|
| Unit price at each quote tier | |
| VAT rate included or excluded | |
| Tooling, fixtures and gauges charge, and who owns them | |
| Tooling and sample lead time | |
| Production lead time after approved samples | |
| Material and surface treatment certificates | |
| Inspection plan and first article report | |
| Packaging and labeling method | |
| Annual capacity available for this part | |
| Subcontracted processes |
Quality and compliance expectations
Supplier shall hold current quality system certification where required, provide inspection reports with each shipment, notify Acme Industrial Inc. before any process, material or location change, and support audits on reasonable notice. Please list relevant certifications and confirm material restrictions compliance for the destination market.
Acknowledgement
Starting point only. Attach drawings, specifications and the quality agreement separately. Have legal counsel review contractual terms. Export-related VAT rules and refunds are the supplier's matter, but asking for both VAT-inclusive and ex-VAT prices keeps quotes comparable.
RFQ workflow on your ERP
Optional: we can outline how to generate RFQs and log supplier responses against your item master.
Optional. The tool and every export work without this. No spam.
How to use it
Fill the form fields with your company details, the part number and revision, the volume tiers and your preferred Incoterm and port. Choose how you want prices stated, either ex-VAT, VAT-inclusive or both, and the currency. The preview shows the finished RFQ, which you can export to PDF or Word and send with your drawings and specifications. Keep the same document for every supplier so differences come from the suppliers, not from your request.
What a good RFQ contains
A useful RFQ covers the part and revision, the volumes by tier, the commercial basis, and the information that usually surprises buyers later: tooling ownership, MOQ, subcontracted processes, capacity and sample lead time. Requesting both VAT-inclusive and ex-VAT prices avoids mistakes when comparing quotes, because Chinese suppliers often quote with 13 percent VAT included. Asking for a first article report and a change notification promise sets quality expectations before the PO exists.
- Quote at several quantity tiers, not one
- State the Incoterm and named place
- Ask who owns tooling and where it is stored
- Request MOQ, packing quantity and validity period
- List the quality evidence needed with each shipment
Common mistakes
Mistakes include sending a drawing with no revision, asking for one quantity only, not stating Incoterms, leaving payment terms for later, and letting suppliers choose their own price basis. Another is sending the RFQ to a trading company and a factory without knowing which is which; ask directly who manufactures and which processes are outsourced. After responses come in, normalize them in a comparison sheet before you shortlist.
Frequently Asked Questions
Should I ask for prices with or without VAT?
Ask for both, or at least an ex-VAT price. Chinese quotes often include 13 percent VAT, and comparing inclusive and exclusive prices distorts the decision. State your preference in the RFQ.
Which Incoterm should I request?
FOB or FCA at a named Chinese port is common for buyers who manage their own freight. EXW is cheapest on paper but shifts export clearance to you. Choose based on your forwarder capability.
Do I need an NDA first?
If drawings are proprietary, yes. Send a mutual NDA before the RFQ package. Be aware that enforcement in China is easier with a Chinese-language agreement under Chinese law. Take legal advice.
How many suppliers should receive the RFQ?
Three to five qualified suppliers is typical. More creates noise and exposes your design, fewer weakens your position. Pre-screen on capability, certifications and capacity before sending.
If your purchasing data and approved vendor list sit in an ERP, Netray can help automate RFQ preparation and quote logging against it. We can build it to run privately on your own servers.
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