A clear request for quotation does more than produce a faster price discussion. It helps suppliers quote the same product, exposes missing decisions early and creates the foundation for sampling, ordering and inspection.
THE SHORT ANSWER
Define the product, finished dimensions, material, construction, colour or artwork, quantities, packaging, destination, timing and approval requirements. Separate confirmed requirements from open options.
IN THIS GUIDE
- Commercial context
- Product specification
- Artwork and branding
- Quantity and packing
- Delivery and compliance
- RFQ template
1. Explain the commercial context
State whether the programme is for retail, hospitality, events, rental, promotion or private label. Identify the target market and intended level of use. This context helps evaluate material, construction, packaging and care requirements without replacing the technical details.
Tell the supplier whether the request is an early feasibility enquiry, a sampling project or a purchase-ready quotation. Include any target launch or required delivery window, while allowing time for development and approval.
2. Define each product as a separate line
For tablecloths, state shape and finished length, width or diameter. For runners, napkins and placemats, provide finished dimensions and corner shape. Record measurement units consistently.
Then specify the proposed fibre composition or performance direction, fabric reference or weight if known, colour, construction, hem, seams, corners, label and care requirements. If the supplier may recommend alternatives, mark the open fields clearly.
USE FINISHED DIMENSIONS
Make clear that quoted dimensions refer to the finished sewn product. Provide table measurements and desired drop separately where they are relevant.
3. Attach artwork and branding information
Identify whether the product is solid, yarn-dyed, all-over printed, placement printed, embroidered or otherwise decorated. Attach the original artwork and a visual preview. Include repeat size, print scale, orientation, placement measurements and critical colour references.
List every branding element: main label, care label, size label, hangtag, barcode, packaging artwork and carton marks. State whether files are final or placeholders. Buyers should ensure they have the right to use submitted logos, patterns and other intellectual property.
4. Provide quantities and packing structure
Give the total quantity and breakdown by size, colour and design. A single combined number can hide many low-volume variants and make the quotation inaccurate. If quantities are forecasts, label them as such.
Describe the unit pack, inner pack, carton assortment, barcode position and any retail-ready requirements. Coordinated sets should list what is included and how components are grouped.
5. Include delivery, testing and documentation needs
- Destination country, city or port
- Required quotation basis or shipping responsibility
- Target delivery window
- Required product, material or packaging tests
- Market-specific labelling or documentation
- Inspection method or agreed quality criteria
Do not use broad phrases such as “all certifications required.” Identify the target market and the specific requirement to be evaluated. Certification statements should apply only to the material, product or facility explicitly covered by the relevant document.
6. Copy this compact RFQ structure
Project: [retail / hospitality / event / other]
Market: [country or region]
Product: [tablecloth / runner / napkin / placemat]
Finished size: [dimensions and unit]
Material: [confirmed specification or requested options]
Colour/artwork: [reference and attached filename]
Construction: [hem, corner, seams, labels]
Quantity: [breakdown by SKU]
Packaging: [unit and carton requirements]
Testing/documentation: [specific requirements]
Destination and timing: [location and requested window]
Sampling: [required sample stage and approval method]
Ask suppliers to identify assumptions, exclusions, validity and any specification changes used in their quotation. This makes comparisons more meaningful than looking only at the unit price.
Frequently asked questions
Do I need every detail before requesting a quotation?
No. Separate fixed requirements from areas where you want recommendations. The supplier can then price confirmed options or explain what must be decided first.
Why do quotations differ when the product looks the same?
Material quality, weight, construction, printing, packaging, quantity mix, testing and shipping assumptions may differ. Compare the underlying specification, not only the product name.
Should target price be included?
A realistic target can help evaluate suitable routes, but it should be accompanied by the required quality and commercial conditions so cost is not reduced through unintended specification changes.
READY TO PREPARE AN RFQ?
Send the specification, artwork and quantity breakdown together.
AUROLRA will evaluate the brief and coordinate relevant material, construction, sampling, packing and export requirements.