How to Prepare an RFQ for Custom Products from China

An RFQ for custom products is one of the most important documents to prepare before contacting suppliers in China. A clear request for quotation helps manufacturers understand your requirements, assess production feasibility, and provide prices based on the same specifications.

Whether you are sourcing promotional keychains, branded caps, custom bags, gift packaging, or products for your own retail brand, the quality of your RFQ can make a significant difference to the sourcing process.

The key is simple: describe what you need, how you want it customized, how many units you plan to order, and where and when you need them delivered.

This guide explains what to include in a custom product RFQ, how to avoid common mistakes, and how to prepare a practical inquiry that suppliers can respond to efficiently.

What Is an RFQ for Custom Products?

An RFQ, or Request for Quotation, is a document or message sent to suppliers to request pricing and production information for a specific product.

For standard products, an RFQ may only require a product reference, quantity, and destination.

For custom products, however, suppliers often need additional information about materials, dimensions, branding, manufacturing methods, packaging, and quality requirements.

A useful RFQ should allow suppliers to answer three questions:

1. What exactly does the buyer want to produce?
2. What specifications and customization requirements must be met?
3. What quantity, delivery conditions, and commercial terms should the quotation cover?

The more clearly these points are defined, the easier it becomes to compare quotations from different suppliers.

10 Essential Details to Include in Your Custom Product RFQ

1. Product Name and Intended Use

Start with a clear description of the product and its intended application.

For example:

• Custom soft PVC keychains for a promotional campaign
• Metal golf bag tags for a golf accessories distributor
• Embroidered baseball caps for a retail merchandise collection
• PU leather gift hampers for corporate gifting
• Printed canvas tote bags for a branded event

The intended use matters because it can influence the recommended materials, construction, finishing, and packaging.

A promotional giveaway may have different cost and durability priorities from a product intended for regular retail sale.

2. Reference Images or Product Drawings

Reference images are among the most useful materials you can provide.

They help suppliers understand the shape, structure, appearance, and details that may be difficult to describe in writing.

Useful references include:

• Photos of an existing product
• Product sketches or technical drawings
• Images showing the desired style
• Close-up photos of important details
• Photos of similar products with notes explaining the differences

If your reference image is not exactly what you want, explain which features should be changed.

Practical tip: Label reference images clearly, especially when you are requesting quotations for several product variations.

3. Dimensions, Structure and Specifications

Provide measurements wherever possible.

Depending on the product, specifications may include:

• Length, width, height, or diameter
• Thickness or material weight
• Product structure and construction
• Number of compartments or components
• Strap, handle, closure, or accessory details
• Printing or decoration areas

For example, a metal bag tag RFQ might specify:

Product: Custom metal bag tag
Size: 105 × 83 mm
Thickness: 2 mm
Finish: Silver-look finish
Logo: Colored front logo with customized text
Accessory: Strap for attaching the tag to a golf bag

This level of detail helps suppliers quote a more consistent product.

When dimensions are not finalized, provide an approximate size range and ask whether alternative sizes would affect the price.

4. Materials and Color Requirements

Material selection can significantly affect cost, appearance, durability, and production methods.

Specify your preferred materials when known.

Examples include:

If you are unsure which material is best, explain the intended use and ask suppliers to recommend suitable options.

For color matching, provide Pantone references where applicable, along with physical samples if accurate matching is critical.

Be aware that colors displayed on screens may differ from actual production materials.

5. Logo Artwork and Customization Method

For branded products, include your logo or design files whenever possible.

Suppliers may need to know:

• Logo dimensions and placement
• Number of print colors
• Embroidery or printing requirements
• Whether the design is flat or three-dimensional
• Whether metallic finishes, embossing, or other effects are required

Vector artwork, such as AI, EPS, or suitable PDF files, is often helpful for production preparation.

PNG files can also be useful for initial quotations, although production-ready artwork may be required later.

Example: For custom caps, embroidery, woven patches, printed patches, and heat-transfer designs can produce different appearances and may involve different production costs.

If you have not selected a decoration method, ask the supplier to explain the available options.

6. Estimated Order Quantity

Always include the quantity you expect to purchase.

For example:

• 300 pieces
• 500 pieces
• 1,000 pieces
• 3,000 pieces

If you are considering different quantities, request tiered pricing.

You might write:

Please quote for 500, 1,000 and 2,000 pieces separately.

This helps you understand how production quantity affects the unit price.

Also ask for the minimum order quantity (MOQ), especially when your requested quantity is relatively small.

MOQ may depend on material availability, production processes, color combinations, customization methods, or packaging requirements.

A supplier’s MOQ is not necessarily the quantity you must order; it is a condition to confirm and discuss.

7. Packaging Requirements

Packaging is often overlooked during the initial quotation stage.

However, it can affect the final cost, product protection, carton dimensions, and shipping expenses.

Specify whether you need:

• Individual polybags or protective wrapping
• Plain bulk packaging
• Printed retail boxes
• Custom gift packaging
• Barcode or product labels
• Inner cartons or master cartons

If the product is intended for retail, mention any presentation or labeling requirements early.

For gift packaging, state the usable internal dimensions, insert requirements and whether empty boxes must be supplied assembled or flat. Compare custom rigid gift boxes for substantial presentation, folding cartons for retail packs and corrugated mailer boxes for shipping-focused designs. A collapsible rigid box and a folding carton are different constructions even when both can be supplied flat.

Explore our Custom Packaging Solutions for examples of gift boxes, bags, presentation cases, and other packaging options.

8. Target Price or Budget Range

A target price is optional, but it can help suppliers suggest appropriate materials and production methods.

For example:

Our target purchasing price is approximately USD 2.00–2.50 per piece, depending on the final specifications and order quantity.

This does not guarantee that the product can be manufactured within your budget.

However, it gives suppliers useful guidance when evaluating alternative materials, decoration methods, or packaging structures.

If you do not want to disclose a budget, you can simply request a quotation based on your specifications.

9. Production Lead Time and Required Delivery Date

Tell suppliers when you need the products.

It is useful to distinguish between:

• Sample preparation time
• Sample approval time
• Mass production lead time
• Shipping transit time
• Required arrival date

For example:

We would like to receive the goods by June 15. Please advise your sample lead time, production lead time, and estimated shipping schedule.

For customized products, production should not be scheduled solely around the quoted manufacturing time. Artwork confirmation, sampling, revisions, and shipping can also affect the overall timeline.

If the deadline is fixed, explain this at the beginning rather than after receiving the quotation.

10. Shipping Destination and Quotation Terms

Finally, provide the delivery destination and ask suppliers to clarify the terms of their quotations.

Important details may include:

• Destination country and city
• Destination port or delivery address, where appropriate
• Preferred shipping method
• Requested Incoterms
• Whether customs duties and taxes are included
• Whether export packing is included

Common quotation terms include EXW, FOB, CIF, and DDP, but their responsibilities differ.

For example, a factory quotation based on EXW cannot be compared directly with a door-to-door DDP quotation without accounting for the additional logistics costs and responsibilities.

If you are unsure which terms are appropriate, ask for the available shipping options and a clear breakdown of what is included.

For international shipments, the applicable Incoterms rule and named place should be agreed explicitly.

Custom Product RFQ Checklist

Before sending your inquiry, review the following checklist.

Not every project requires every detail to be finalized immediately.

If some specifications are still under development, clearly identify them as to be confirmed rather than leaving suppliers to make assumptions.

Sample RFQ Email for Custom Products

Below is a simple RFQ template you can adapt for your own purchasing projects.

Subject: RFQ – Custom Branded Products – 1,000 Pieces

Dear Supplier,

We are looking for a supplier for the following customized product.

Product: Custom branded baseball caps
Quantity: 1,000 pieces
Material: Cotton twill or suitable alternative
Color: Navy blue
Logo: Front embroidery, artwork attached
Size: Adjustable adult size
Packaging: Individual polybag
Destination: Los Angeles, USA
Required delivery: To be confirmed

Please provide the following information:

1. Unit price for 500 and 1,000 pieces
2. Minimum order quantity
3. Sample cost and sample lead time
4. Mass production lead time
5. Available material and logo customization options
6. Packaging details
7. Quotation terms and shipping options
8. Any additional setup or customization charges

Please also advise if you recommend any changes to the specifications.

Thank you, and we look forward to your quotation.

Best regards,
[Your Name]
[Company Name]

This template can be adapted for keychains, bags, packaging, metal accessories, textile products, and other customized merchandise.

Common RFQ Mistakes That Can Lead to Inaccurate Quotations

Sending Only a Product Photo

A photo may show the appearance but not the actual dimensions, materials, or construction.

Two suppliers can quote very different prices for products that look similar in a photograph.

Provide measurements and explain the required quality level whenever possible.

Comparing Prices Based on Different Specifications

A low quotation may use thinner materials, simpler decoration, different accessories, or basic packaging.

Before comparing prices, confirm that suppliers are quoting the same specifications and quantities.

Forgetting Mold and Setup Costs

Some customized products require tooling, molds, printing plates, or other setup work.

Ask whether these charges are included in the quotation or listed separately.

Also clarify whether the tooling can be reused for repeat orders.

Ignoring Packaging and Shipping Volume

A product with a competitive unit price may still have high shipping costs if it is bulky or inefficiently packed.

For products such as gift hampers, rigid boxes, or display packaging, carton dimensions and packing methods deserve attention during the quotation stage.

Setting an Unrealistic Delivery Deadline

Custom manufacturing takes time, particularly when new tooling, material sourcing, sample revisions, or complex printing are involved.

Request a realistic schedule that includes approval and transportation.

Should You Contact a Factory Directly or Work with a Sourcing Partner?

Both approaches can work.

If you already have complete specifications and need one product from an established manufacturer, direct factory communication may be straightforward.

However, some buyers need assistance with:

• Identifying suitable suppliers
• Comparing different materials and production methods
• Clarifying incomplete specifications
• Coordinating samples and artwork revisions
• Managing several customized products
• Following up on production and shipment

A sourcing partner can help organize these activities, especially when the project involves multiple product categories or suppliers.

At Asia Supply Source, we support brands, distributors, and international buyers with supplier selection, customization, sampling, production coordination, and shipping arrangements.

You can learn more about our Sourcing Process or explore our Case Studies to understand how sourcing relationships can develop over time.

Frequently Asked Questions About Custom Product RFQs

Do I need complete technical drawings before requesting a quotation?

Not always. Clear reference images, approximate dimensions, materials, and quantity can be enough for an initial discussion. However, suppliers may need more detailed specifications before confirming final pricing or production feasibility.

Can I request quotations from several Chinese suppliers?

Yes. Requesting multiple quotations can help you understand available options, provided that all suppliers receive the same essential specifications.

What if I do not know the best material for my product?

Explain the intended use, desired appearance, budget, and quality expectations. Suppliers may be able to recommend materials or manufacturing methods for comparison.

Should I request a sample before mass production?

For customized products, sample approval is generally an important step. Check dimensions, materials, logo details, colors, construction, and packaging before confirming production.

Can I include several different products in one RFQ?

Yes, but prepare separate specifications and quantities for each item. This helps avoid confusion and allows quotations to be compared individually.

Different products may require different manufacturers, even when they belong to the same branded merchandise collection.

Does a detailed RFQ guarantee an accurate final price?

No. A detailed RFQ improves the quality of the initial quotation, but final pricing may still depend on confirmed artwork, samples, material selection, packaging, and commercial terms.

Final Thoughts: A Better RFQ Creates a Better Starting Point

A well-prepared RFQ for custom products is not simply a request for the lowest unit price.

It is a practical way to communicate your expectations, identify missing information, and make supplier quotations easier to compare.

You do not need to have every technical detail finalized before starting a sourcing project. But the more clearly you explain your product, quantity, customization, packaging, and delivery requirements, the more productive the initial discussion can be.

Start with one product, prepare a clear RFQ, and build from there.

If you are planning a customized product or expanding your existing merchandise range, contact Asia Supply Source to discuss your requirements.

We can help you evaluate suitable sourcing and production options in China.