How to Write an Effective RFQ
A well-structured Request for Quotation gets better quotes faster. Include all six elements below, send the same document to every factory, and you will receive quotes you can actually compare.
1. Product Images and Drawings
Attach clear reference photos or technical drawings showing front, back, side, and detail views. Mark critical dimensions in millimeters. If you have a physical sample, mention that you can ship it. Photos taken with a ruler or coin for scale are far more useful than beauty shots. For complex pieces, include a brief description of how the piece should be worn or used.
2. Material Specifications
State the exact metal and karat — not just "gold" but "18K yellow gold, nickel-free." Specify plating type and thickness in microns, not just "gold plated." For stones, specify type, size range in millimeters, quality grade, and whether natural or lab-grown is acceptable. If color matching is critical, provide a Pantone reference. Include any regulatory requirements like nickel-free or lead-safe certification.
3. Quantity and Timeline
State your initial order quantity and, separately, your projected annual volume. The annual projection signals to the factory whether you are a one-time buyer or a potential long-term partner. Give a target delivery date. Ask for the sample lead time separately from the production lead time. Specify your preferred shipping method (express courier, air freight, sea freight).
4. Quality Standards
Specify the AQL level you expect for major and minor defects. List any mandatory certifications: EN 1811 for nickel release (EU), CPSIA lead content (US children's jewelry), or REACH compliance (EU). Mention whether you will conduct your own inspection, use a third party, or rely on the factory's QC report. If you have a reference sample from a previous order, note that it establishes the quality baseline.
5. Packaging Requirements
Describe how each piece should be packaged. Specify: individual poly bag or box, anti-tarnish strip for silver items, brand card or insert, barcode or price tag, and master carton configuration. If you need branded packaging, specify whether you will provide artwork files or need the factory to design. Note that branded packaging has its own MOQ separate from the jewelry MOQ, typically 500-1,000 units per design.
6. Target Price Range
Provide a budget range. This helps factories determine whether the project is feasible before investing time in detailed quoting. Be realistic — unrealistically low budgets signal that you are not a serious buyer and many factories will not respond. If you are flexible on materials or design details to hit a price point, mention this. Factories can often suggest cost-saving modifications if they know your budget constraints.