China Sourcing RFQ Checklist: What to Send Before Asking for a Quote

A product photo is a useful starting point. A photo with a quantity and destination is a much clearer sourcing request. If you are preparing to buy from China, you do not need a perfect specification document before contacting a sourcing team. You do need to explain what you want to buy and which details still need discussion.

An RFQ, or request for quotation, gives potential suppliers a common brief. The goal is to make their answers comparable and identify questions before you commit to an order. Use the checklist below to prepare your first message.

1. Show the product you mean

Include a product link, clear photographs, a model number or a drawing. Say whether it is an exact requirement or a reference for something similar. If the picture shows several items, identify the item you need. For an existing product, a photograph of its label can help distinguish the model from similar versions.

Keep the original reference in the conversation. A copied description can lose details such as dimensions or the difference between a set and a single item. If you do not know the material or specification, mark it as unknown and describe how the product will be used.

2. Separate essentials from preferences

List the features that cannot change: size, material, fit, finish, packaging or compatibility, where relevant. Then list preferences that can be discussed. This helps prevent a supplier from offering a cheaper variation that does not fit your intended use.

For products that must meet a buyer specification or destination requirement, share the exact document or standard reference you already have. Do not assume that a photograph or a similar product listing establishes that the proposed goods meet it.

3. State the quantity and order stage

Give the quantity for this request, including quantities by variant. Explain whether you are looking for a sample, a trial order or replenishment of an item you already sell. If future quantities are uncertain, keep them separate from the current order rather than presenting them as a commitment.

If you have a target budget, say what it covers. A product-only target and a delivered-cost target ask different questions. Currency and the unit of purchase also matter: per piece, per pair, per set or per carton.

4. Explain the delivery requirement

Provide the destination country and city, plus any required arrival date. Distinguish a deadline from a preference. If you already have a forwarder or receiving warehouse, mention that arrangement so the sourcing conversation can focus on the correct handover point.

Delivery options and timing need to be checked for the actual goods and route. Avoid treating a supplier's production estimate as a confirmed arrival date.

5. Ask for the next useful decision

A good first message might be: “We need 300 units of the item in this link for delivery to Manchester. The size must match the attached specification. Packaging can be discussed. We are looking for supplier options and a sample before ordering.”

At Tiger Sourcing China, a product photo can start a supplier search, while an existing supplier can be the starting point for verification or quality-control support. The next step depends on your current buying stage.

Send your product photo or link, required quantity and destination through our China sourcing service page. We can use those details to clarify the next step.