An RFQ gives a factory the requirements it needs to prepare an offer. State what is fixed, what needs a recommendation and which questions remain open. This guide covers the specification fields and the response record you can use to clarify quotations before acceptance.
"A bounce castle" isn't a spec. Give exact footprint dimensions, height, and rated occupant capacity by age group. If you're working from a competitor's product listing or an existing unit you want matched or improved on, include that reference directly rather than describing it in words — a photo or spec sheet link removes ambiguity that a written description can't.
Specify fabric weight in g/m² if you have an agreed target, along with the material reference and construction requirements. If those are not yet defined, describe the intended use and ask the factory to recommend a specification for review. Identify the proposed seam method and whether the product uses continuous air or an airtight construction. Keep a recommendation separate from an accepted requirement.
State the destination country or region explicitly, since certification requirements change by market — a factory quoting without knowing your target market can't confirm whether EN 14960, ASTM, or another standard applies, and a quote built around the wrong certification target is a quote you can't actually use. If you're importing into the EU specifically, mention it, since chemical compliance requirements like REACH sit alongside structural safety certification and are easy to leave out of a first RFQ.
State your target order quantity, and if you're testing a new design or ordering below typical minimums, say so upfront rather than having the factory discover it mid-negotiation. Our MOQ reality check by category gives a sense of realistic minimums before you submit, so your RFQ isn't built around an assumption that's off by an order of magnitude in either direction.
If the order includes custom printing or logo branding, specify the printing method if you have a preference, the surface area for artwork, and whether you have print-ready files ready or need design support — this affects both price and lead time significantly enough that leaving it out produces a quote that has to be revised once branding details surface later. See our artwork approval workflow guide for what a factory needs from you at the branding stage specifically.
A complete quote response should state lead time from deposit to ready-to-ship, payment terms, which certification documents are included versus available on request, and whether the price is FOB or CIF. A quote that answers only the unit price without these details isn't complete, and pushing for these specifics before committing is standard practice, not an imposition.
A quick response does not establish whether a factory has reviewed a custom requirement. Look for missing answers, unmarked substitutions and unexplained differences from the RFQ. Ask the supplier to identify these explicitly and obtain clarification. Supplier vetting addresses identity and capability; this response review checks what the supplier is proposing for your particular order.
Log each supplier’s response against the same RFQ revision in one sheet. Comparing email totals alone hides unanswered fields and different scopes. Keep the quoted wording and supporting reference, then record your interpretation separately so an assumption cannot become a supplier commitment.
| Field group | What to record |
|---|---|
| Requirement and revision | RFQ field, requested value and the version sent to every supplier. |
| Supplier response | Quoted value, document reference and quotation revision/date. |
| Scope | Item-level supply scope: included, separately priced, expressly excluded or unconfirmed. Link to the item schedule and its quotation reference. |
| Difference type | Confirmed mismatch, unanswered requirement or proposed alternative. |
| Clarification | Specific question, responsible person and next reply date. |
| Resolution | Written confirmation, revised quotation reference and reviewer. |
Use three distinct outcomes. A confirmed mismatch means the supplier has stated a value different from the requirement. An unanswered item means you still need information. A proposed alternative needs technical and commercial review before it can replace the requested configuration. Do not treat a blank cell as “included” or automatically reject an alternative as if it were an unexplained failure.
For example, if one response explicitly includes a blower while another names no blower at all, the second response remains unconfirmed. Ask whether the specified blower is included and request a revised written scope. Do not insert a guessed allowance and then present the quotations as equivalent. This is an illustrative clarification, not a product configuration recommendation.
For each item your order requires, record its configuration or reference, quantity, supplying party and quotation status: included, separately quoted, excluded or unconfirmed. Keep the quote line or document reference beside the answer. Apply this to the following groups where relevant to the proposed models; this is not a standard list of included equipment.
Do not infer quantities from a catalogue photo or assume that a blower, pump or anchor kit accompanies every unit. Use the accessories and spare parts guide to identify questions about the proposed package, then ask for written answers for the actual models. This schedule records supply responsibility; it does not design an anchoring system.
Close unresolved items with the responsible supplier contact, obtain a matching revised quotation and retain buyer and supplier acknowledgement before commercial acceptance. If the accepted order later changes, use the purchase-order change process to control that revision.
Once the open scope questions are resolved, retain the original RFQ, replies, clarification history and the accepted quotation revision. If the requirement changes, issue that change consistently and identify which responses still refer to the earlier version. A revised total without its matching specification is not a complete comparison record.
Only compare prices after the required configuration and delivery scope have been aligned. This worksheet records gaps and their resolution; it does not rank suppliers, calculate import charges or decide whether a product meets the destination’s requirements. Route those questions to the appropriate reviewer before committing.
How much detail is too much detail for a first RFQ?
There's little downside to over-specifying on a first RFQ — a factory that receives more detail than it needs simply confirms what's already clear and asks about what's missing, while a factory receiving too little detail has to guess, and guesses are where inaccurate quotes come from.
Should I send the same RFQ to multiple factories at once?
Yes, sending an identical, fully-specified RFQ to several suppliers is the only way to get genuinely comparable quotes; varying the spec slightly between suppliers makes price comparison meaningless since you're no longer comparing quotes for the same product.
What if I don't know some of the technical specs yet?
State the outcome you're targeting (use case, budget range in terms of what you're solving for, target market) rather than leaving the field blank, and ask the factory to recommend a spec — a stated goal is far more useful to a factory than an empty field they have to guess at.
Ready to send a spec sheet? Submit your RFQ details through our quote form and we'll confirm every field before quoting, not after.