China supplier RFQ template: compare the whole quote
A usable RFQ makes suppliers answer the same product, unit and delivery scope. Give it a revision, separate mandatory requirements from undecided items, and ask for exceptions beside each answer. A low piece price cannot win a comparison until its quantity, specification and cost scope match.
Published pending human review of service details and native-language copy. Confirm service terms with JTLGO before ordering.
On this page
Blank RFQ: copy, complete and send
This is an original editorial worksheet. Replace brackets with your requirements; keep unresolved decisions explicit. Ask the supplier to return its confirmation, exception and evidence for each row. Photos support review but do not independently prove quality or compliance.
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| Field | Buyer requirement | Supplier reply / evidence |
|---|---|---|
| Reference | RFQ [ ]; revision [ ]; reply by [ ]; quote validity needed [ ] | Returned revision; validity date; contact and legal payee |
| Specification | Use/destination [ ]; material/grade [ ]; dimensions/tolerance/measurement [ ]; drawing [ ] | Confirm each property; state substitutions; specification or test evidence |
| SKU and quantities | Variant [ ] × pieces [ ]; packs [ ] × pieces/pack [ ]; total pieces [ ] | MOQ per style/color/size; stock or production; price tier |
| Packaging | Individual pack [ ]; protection [ ]; labels/artwork [ ]; carton limits [ ] | Included pack cost; carton count/dimensions/gross weight; unknowns |
| Sample and inspection | Sample revision [ ]; approval method [ ]; acceptance checks [ ]; inspection scope [ ] | Sample/tooling cost; test method; evidence; defect and rework terms |
| Schedule | Starts after [approval/material/payment]; sample [ ]; production [ ]; dispatch [ ] | Calendar basis and trigger; dependencies; destination arrival not assumed |
| Commercial lines | Currency [ ]; unit [ ]; extended [ ]; tooling/sample [ ]; China delivery [ ] | Separate taxes/fees; payment stages; cancellation/remedy terms |
| Delivery scope | Incoterms® 2020 rule + named place [ ]; included/excluded costs [ ] | Exact place and cost/risk scope; freight, duties and destination charges; unknowns |
RFQ completeness gate
RFQ completeness gate
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| Requirement | Evidence | Action |
|---|---|---|
| SKU and unit | 100 black + 100 blue; 200 pieces assumed | Confirm packing-unit mapping |
| Acceptance | Method, tolerance and sample version | Fill gaps before approval |
| Delivery | Named place and cost exclusions | Compare matching scope |
Completed example: one revision, two suppliers
Currency note: all amounts below are invented USD inputs for this comparison. They are not converted from another currency and are not market prices.
All products, companies, prices, dates and checks below are hypothetical buyer assumptions, not standards, current offers or customer results. RFQ DEMO-14 revision 1: 200 zipper pouches, black 100 and blue 100; 20 × 15 cm with ±0.5 cm buyer-set tolerance, measured flat and unloaded; specified polyester fabric and zipper construction attached to the RFQ; no logo; one individual protective bag per piece. Ask for one sample per color and an agreed stitching/zipper check. No substitution is approved.
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| Comparison row | Supplier A — hypothetical | Supplier B — hypothetical |
|---|---|---|
| Quantity and MOQ | 200 pieces; MOQ 100 per color | 300 pieces required; MOQ 150 per color |
| Material and packaging | RFQ revision 1 confirmed; individual bags included | Cheaper substitute fabric proposed; individual bags excluded |
| Unit × quantity | USD 8 × 200 = USD 1,600 | USD 7 × 300 = USD 2,100 |
| Individual packaging | Included | USD 0.30 × 300 = USD 90 |
| China delivery | USD 80 to named buyer warehouse | Not quoted |
| Known subtotal | USD 1,680 for requested 200 pieces | USD 2,190 for 300 pieces, plus unknown China delivery |
| Samples / tooling | Separate quotation pending; no amount assumed | Separate quotation pending; no amount assumed |
| Delivery / terms | Warehouse address pending; Incoterm not yet agreed | Place, delivery scope and payment stages not confirmed |
| Evidence and decision | Request revised written quote, actual sample and packaging evidence | Request compliant 200-piece revision; do not accept this reply as equivalent |
Why the cheaper piece price does not win
B requires 100 extra pieces and a material change. Its known subtotal already exceeds A, and delivery is still unknown. Dividing B’s subtotal by the requested 200 pieces would conceal the extra inventory; comparing USD 7 with USD 8 would conceal scope. A is the better candidate for clarification, not an approved purchase: sample costs, named destination and payment/remedy terms remain open. If B later meets revision 1, recompute all lines before deciding.
Quote reconciliation
Quote reconciliation
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| Reply | Decision |
|---|---|
| Blank field | Ask, do not assume included |
| Different material | Revise specification/sample decision |
| Changed amount or date | Issue new version and approve |
Close delivery scope before acceptance
ICC’s Incoterms® 2020 guidance concerns delivery responsibilities, costs and risks. Use the rule and exact named place together; separately agree quality, payment, inspection and remedies. “FOB China” lacks a named port, and “shipping included” does not explain destination duties or final delivery. Unknown freight is not zero.
Copyable clarification and acceptance record
Quote [ ] against RFQ [ ] revision [ ] Confirmed SKU / pieces / packs / MOQ per variant: [ ] Specification and packaging exceptions: [ ] Unit × quantity and every separate charge: [ ] Named delivery place / rule / exclusions: [ ] Sample approval reference / checks / evidence: [ ] Timing trigger / validity / payee / payment stages: [ ] Open questions and responsible supplier contact: [ ] Purchase status: clarification only / approved after written closure Changes require a revised quote and written approval.
Trade.gov describes the pro forma invoice as a quote in invoice form. Request a version that matches the approved RFQ; it does not replace required shipment documents. Send the filled brief through JTLGO sourcing and ask who resolves open lines. Real supplier replies and outcomes are still pending; these reusable worksheets demonstrate the comparison method without pretending to be a live case.
Worksheets and evidence status
Download the text worksheet · Download the editable tables (CSV)
Real redacted order materials and final human review are still pending. Examples and worksheets explain the method; they are not completed customer cases.
Plan your order
Send your product links, quantities and destination so we can assess your requirements.
Request a sourcing assessmentSources and references
- Pro Forma Invoice International Trade Administration
- Incoterms 2020 International Chamber of Commerce
- JTLGO sourcing workflow JTLGO
