RFI, RFP and RFQ for buying from China
Use an RFI to explore supplier capability, an RFP to compare proposed solutions and an RFQ to price a defined requirement. Choose the request that resolves your current uncertainty, then compare replies using shared criteria and written clarifications. Cambridge China Bridge supports this work with its own staff in China.
Choose the request by what remains uncertain
RFI means request for information, RFP means request for proposal and RFQ means request for quotation. For a business sourcing from China, use these as working labels and explain the purpose in the document. Do not rely on a factory recognising the acronym.
You need not run every stage. An established product with a settled specification may go straight to an RFQ. A custom product with an unresolved manufacturing approach benefits from an RFP. Use an RFI when you cannot yet identify suitable suppliers.
| Request | Use when | Decision from the replies |
|---|---|---|
| RFI | Supplier capability or available approaches are unclear | Which suppliers merit further investigation? |
| RFP | The outcome is clear but the solution remains open | Which proposed approach should be developed? |
| RFQ | The product and buying scope are defined | Which comparable offer should proceed to checks? |
RFI: ask for evidence of capability
Describe the product category, intended use, destination market and purchasing pattern. Ask for the supplier's company identity, production address, relevant processes, equipment, subcontracted work and experience with similar products. Request supporting evidence against each answer rather than a general company presentation.
Give suppliers a response sheet with fields for their answer, supporting document and limitation. Compare relevance and evidence, then investigate gaps before shortlisting. Photographs and claimed capacity are starting points for checking factory capability, rather than sufficient grounds for placing an order.
RFP: ask how the supplier would deliver the outcome
State the intended outcome, operating conditions, essential constraints and acceptance method. Ask suppliers to explain their proposed materials, manufacturing approach, development work, sample plan, production controls and dependencies. Require assumptions, exclusions and alternatives to be identified explicitly. Use the product specification guide when turning the selected approach into a defined requirement.
Set evaluation criteria before reading proposals: suitability, feasibility, supporting evidence, development risk and commercial scope. Ask what remains untested and how it will be resolved. Importers placing products on the UK market need to demonstrate compliance with relevant safety requirements. Request product-specific evidence and identify missing checks before accepting the proposed solution.
RFQ: issue a controlled quotation pack
Send the same specification version, drawings and commercial response sheet to each supplier. Include quantities by variant, packaging, destination, requested delivery scope, sample and inspection expectations, payment proposal and response deadline. Ask suppliers to acknowledge the document version and list deviations separately from the requested offer.
Provide fields for currency, unit prices, order minimums, tooling and setup charges, production start conditions, quotation validity and exclusions. Ask for alternatives separately. The supplier quote comparison guide covers cost normalisation; this stage should produce traceable offers against an agreed brief.
Compare replies and close the gaps
Use a comparison sheet with a supplier column and a row for each requirement. Separate essential conditions from preferences. Mark answers as supported, awaiting evidence or deviating, and retain the source document beside each judgement. Assess RFI capability, RFP solutions and RFQ prices on their own terms; an indicative RFI price should not decide the award.
Send focused clarification questions with references to the relevant requirement. Share changes to the common brief with all suppliers still under consideration and request revised replies. Record why the preferred supplier was chosen and what must be resolved before ordering. Carry the accepted proposal, deviations and evidence commitments into the order documents, then use production inspection to check agreed production requirements.
Frequently asked questions
Do I need an RFI before an RFQ for China sourcing?
Use an RFI when supplier capability is unclear. If you already have suitable suppliers and a settled specification, send an RFQ directly.
What is the difference between an RFP and an RFQ?
An RFP asks suppliers to propose how to meet an outcome. An RFQ asks them to price a defined product and buying scope.
Can an RFI include prices?
Yes, as indicative information with assumptions stated. Do not compare those prices as firm offers before the specification and commercial scope are aligned.
How do I compare incomplete supplier replies?
Mark missing answers as awaiting confirmation, request evidence or clarification and record deviations. Keep essential unresolved conditions visible before choosing a supplier.