How to write an RFQ email to a Chinese factory
Ask the factory to quote against named attachment revisions and return your quotation sheet with prices, exclusions, deviations and timing clearly stated. Give a dated deadline with a time zone, and separate clarification from quotation submission. Cambridge China Bridge can coordinate this exchange through its own staff in China.
Make the subject line identify the enquiry
Use a subject such as “RFQ | [buyer] | [product reference] | [enquiry revision] | reply by [date]”. In the opening, identify your business, destination market, product use and intended order quantities. Separate the quantity you want quoted from a forecast that is still uncertain. Ask the recipient to confirm who will prepare the quotation.
Keep technical detail in the attachments. The product specification guide explains what those documents should contain; this guide covers how to send them and require a usable reply.
Include an attachment index in the email
List each attachment by its exact filename, revision or issue date, and purpose. Include the specification, drawings, packing brief, evidence requirements and blank quotation sheet where relevant. Label reference photographs as illustrative unless they define an approved requirement. Ask the factory to confirm that every listed file opens. For mineral sourcing evidence, see our guide to answering responsible minerals questionnaires.
State which document governs each topic and ask the factory to raise conflicts before quoting. When you revise the pack, send a replacement index, identify the superseded files and request acknowledgement. Avoid changing the specification through scattered messages.
| Attachment | Filename and revision | Purpose |
|---|---|---|
| Product specification | [exact filename; revision] | Defines the product being quoted |
| Drawings and packing brief | [exact filenames; revisions] | Defines construction and supplied packaging |
| Evidence requirements | [exact filename; revision] | Lists requested documents and their product coverage |
| Quotation sheet | [exact filename; revision] | Provides the required reply fields |
Define the required quotation format
Request an editable quotation sheet and a dated quotation identifying the supplier. Require a separate row for each product variant and requested quantity. Fields should cover specification revision, currency, unit price, MOQ, sample and tooling charges, packing, delivery term with named place, payment terms, quotation validity and exclusions. Ask for sample timing and production timing, each with its starting event.
Require the supplier to mark each requirement as confirmed, a deviation or unanswered. Alternatives belong in a separate offer, with their differences explained. UK manufacturers and importers placing products on the market must demonstrate compliance with relevant safety requirements. Ask for the evidence specified in your pack and identify missing documents; a price response does not establish compliance.
Use Incoterms explained to choose the delivery basis before sending the request. The supplier exceptions guide covers how to record gaps without treating silence as agreement.
Set a deadline the supplier can interpret
Write the full calendar date, time and time zone for clarification questions and for the completed quotation. Avoid “Friday” or “close of business” alone. Check the actual time difference for the chosen date and allow for factory closures, document review and any upstream quotations.
Ask the supplier to acknowledge the pack and confirm whether the deadline is achievable. If it cannot meet it, request a proposed submission date and the reason. Send clarifications and revised files to every factory still quoting, then confirm whether the quotation deadline changes.
Worked RFQ email template
Subject: RFQ | [buyer] | storage tray | [enquiry revision] | reply by [date] Dear [contact], We are [UK business], seeking storage trays for [use] in [destination market]. Please quote the variants and quantities in the attached quotation sheet against the indexed files. Intended order: [quantity and mix]. Forecast, for planning only: [forecast or not available]. Delivery basis: [term and named place].
Attachments: specification [filename; revision]; drawing and packing brief [filenames; revisions]; evidence requirements [filename; revision]; quotation sheet [filename; revision]. Please confirm all files open and identify any conflicts. Return the editable sheet and your dated quotation, covering price, currency, MOQ, sample and tooling charges, packing, payment, validity, exclusions and sample and production timing with starting events. List deviations, missing evidence and alternatives separately.
Please acknowledge receipt and confirm whether you can meet these deadlines. Clarification questions: [full date, time and time zone]. Completed quotation: [full date, time and time zone]. If either deadline is unachievable, propose a date and explain why. Do not assume acceptance of substitutions. Please send your reply to [buyer contact]. Kind regards, [name, role, business and contact details]
Frequently asked questions
What should an RFQ email subject line say?
Include RFQ, your business, the product reference, enquiry revision and reply date. Keep the same enquiry reference in follow-up messages so files and replies remain traceable.
Should I attach a quotation spreadsheet?
Yes, when you need comparable replies. Supply the fields and product rows yourself, ask for an editable return, and require exclusions and deviations to be stated explicitly.
How long should I give a Chinese factory to quote?
Base the deadline on the work involved and ask the factory to confirm it. State the full date, time and time zone, with a separate deadline for clarification questions.
What if the supplier replies with only a price?
Return the quotation sheet and identify the missing fields. Ask for the quoted specification revision, delivery basis, exclusions and timing before comparing it with other offers.