Start with the product
An RFQ is more than a request for a unit price. It is a shared brief that tells potential suppliers what they are being asked to make, how they should price it, and which points still need clarification. A good first version does not need to answer every technical question. It does need to separate known requirements from assumptions.
Describe intended use, essential features, dimensions or performance targets, materials where relevant, and any reference drawings or photos. Mark each item as mandatory, preferred or open for supplier input. If you are considering variants, name them clearly.
Add the commercial context
State estimated order quantity, possible future volumes, target market, packaging expectations, branding needs and target timeline. Ask suppliers to state MOQ, production lead time, sample cost, tooling charges, payment terms and the quoted delivery term.
For documents or testing, ask what the supplier can provide for the specific product and model. The importer should confirm its own market requirements with qualified advisers where needed.
Make responses comparable
Use a quotation template with separate lines for the product, packaging, tooling, samples and optional work. Ask suppliers to list exclusions and unanswered questions. This makes gaps visible before a price becomes the basis for a decision.
Issue one dated RFQ version to every supplier and send clarifications to the full shortlist. When the specification changes, update the version number and request revised quotations.