What to Prepare Before Sending an RFQ to a China Supplier
A complete request-for-quote (RFQ) gets you accurate, comparable prices fast. An incomplete one leads to re-quoting, wasted weeks, or surprises. Here is a practical checklist for buyers worldwide.
1. The Drawing (Most Important)
The drawing is what the quote is built on, so it needs to be complete:
- All dimensions, tolerances and notes — not just an image.
- Material specification (grade, standard such as GB/T, ASTM, ISO).
- Surface finish / surface treatment (e.g. Ra values, plating, painting, passivation).
- Threads, holes and machining requirements clearly marked.
- A stainless, machine-readable format — STEP (preferred), IGES or PDF — so the supplier reads it correctly the first time.
When tolerances matter
If function doesn't need a tight tolerance, say so — it can cut machining cost significantly. Learn what tolerance grades really cost in our CNC tolerances guide.
2. Quantity and Volume
| Volume | What to expect |
|---|---|
| Prototype / sample | Higher per-piece cost; tooling and setup dominate |
| Small batch (hundreds–low thousands) | Balanced; process choice becomes a cost lever |
| Production volume | Economies of scale; molding / die amortization helps |
Tell the supplier both the initial order quantity and the annual volume. The process selected (casting vs forging vs CNC) depends heavily on volume — see how to choose the process.
3. Application and Service Conditions
Describe what the part does and its operating environment:
- Operating temperature and media (chemicals, moisture, abrasives).
- Loads and whether it faces shock or wear.
- Compliance or standards required for your industry.
This lets the supplier validate material choice before quoting, rather than quoting a drawing blindly. It is also the foundation of our material selection guide.
4. Delivery and Lead Time
State the required delivery date and whether you need it by sea, air or land. For international shipments, logistics and customs considerations affect the total timeline, so an earlier, realistic target is better than a rushed one that raises cost.
5. Payment and Incoterms
Agree early on the commercial terms so the quote you compare is actually comparable:
- Incoterm — FOB, CIF, DDP, etc. — decides who pays freight, insurance and duties.
- Payment terms — typical practice for first orders is often a T/T deposit with balance on inspection/shipment; confirm what your supplier offers.
- Whether a sample approval step is required before mass production.
6. Quality Requirements
Specify what inspection evidence you expect: material certificates, dimensional reports, CMM data, first-article inspection. Clear expectations up front prevent disputes and rework later.
The Faster-Quote Summary
If you can provide 1) a clean STEP drawing, 2) material, 3) quantities, 4) application, 5) delivery, and 6) terms in your first message, most good suppliers can respond with a meaningful quote in days rather than weeks.
Ready to send an RFQ?
Use the form below — send your drawing and the details above and get a transparent technical review and quote. We reply within 2 business hours, Mon–Sat.
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