How to Write an RFQ That Chinese Suppliers Can Quote Accurately

A practical RFQ structure that produces comparable prices, realistic lead times and fewer assumptions from Chinese suppliers. This guide explains what to define, verify and document before committing funds or authorising the next step.

Key decisions before you start

• Define the product, variants, annual demand, pilot quantity and target market before requesting prices.
• Separate mandatory specifications from options so suppliers do not quote different interpretations.
• State the required Incoterm, named place, currency, tooling, packaging, testing and compliance deliverables.

Recommended process

• Issue one controlled RFQ package with drawings, photos, tolerances and a numbered question sheet.
• Require suppliers to identify exclusions, subcontracted processes, MOQ drivers and deviations from the specification.
• Compare quotations in a common matrix and close technical differences before negotiating the price.

Risks and common mistakes

• A short product description produces attractive but non-comparable quotations based on hidden assumptions.
• Sharing a target price too early can cause suppliers to design the offer around the number rather than the requirement.

Buyer checklist

• ☐ Every supplier received the same revision and deadline.
• ☐ Unit price and non-recurring costs are separated.
• ☐ Capacity, lead time and payment terms are confirmed.
• ☐ All deviations and unanswered questions are recorded before selection.

What this looks like in practice

Panda United can verify the supplier’s evidence in China, coordinate the relevant actions and report directly to the European buyer. The scope is agreed in writing so that responsibilities, deliverables and remaining risks remain visible.