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Free RFQ
Template (Excel)
The inquiry document that makes Chinese supplier quotes comparable — RFQ form, line-item specification sheet, commercial terms and the three questions that filter real factories from resellers.
Get the Free Excel TemplateHow it works
Quote properly in 3 steps
1
Write a real spec
Material, dimensions, key parameters, packaging — measurable, so every supplier prices the same product.
2
Send one file to all
Same document, 3–5 suppliers, terms stated (Incoterm, payment, lead time, inspection).
3
Compare line by line
Each supplier returns the same file with their price column filled — you compare products, not adjectives.
Why it matters
Ten vague inquiries, ten different products
Ask ten suppliers for "your best price on LED panels" and you will receive ten numbers — because they are each quoting a different grade, thickness, driver and warranty. The prices look comparable and are not. A specification-based RFQ fixes the product so the only variables left are the ones you actually want to negotiate: cost base, margin, and whether you are talking to a factory or a reseller. It also creates a written record of what was quoted, which matters the moment a sample arrives that does not match the promise.
What the template contains
| Sheet / section | What you fill in | What it changes |
|---|---|---|
| RFQ Form · details | RFQ no., buyer, destination country, quote deadline | Suppliers quote for your market and volumes, not a generic price |
| RFQ Form · terms | Incoterm, payment, lead time, packaging, inspection, validity | Removes the hidden differences that make quotes incomparable |
| Line Items | Up to 16 items: material, dimensions, colour, key specs, qty | Everyone prices the same product — the core of the RFQ |
| Terms & Conditions | 10 clauses to copy into your email or PO | Payment tied to inspection; substitution risk closed |
| How to Use | The three questions that filter fastest | Tells a real quote from a guess in one reply |
Comparable, not chatty
Same file, same columns — you compare line items instead of adjectives.
Closes substitution risk
The material spec in writing is what stops the quiet downgrade after the deposit.
Becomes your PO basis
The accepted RFQ is the reference for the PO, inspection and payment terms.
The full free kit
Inquiry, sampling, inspection
This RFQ gets you comparable quotes. Before the deposit the supplier risk assessment tells you whether to trust the one you pick; after production the AQL sampling table and the inspection report template cover what to check and how to record it.
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Enter your email and the Excel file downloads immediately — RFQ form, line-item spec sheet, terms & conditions and a how-to-use guide.
Want quotes that are actually comparable? Send us your spec and we'll get real quotes from 3–5 matched factories, with a material and compliance breakdown — free, within 48 hours.
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FAQ
RFQ questions
What is an RFQ in sourcing?
A Request for Quotation — the document you send a supplier to get a price on a defined product. With a measurable specification it produces comparable quotes; without one it produces ten different guesses.
How many suppliers should I send an RFQ to?
Three to five qualified suppliers. Fewer gives you no benchmark; more adds follow-up work without much new information. Always send the identical file.
Why do suppliers quote different prices for the same product?
Because the RFQ was vague — each supplier assumes a different material grade, thickness or packaging, so they are quoting different products. Fix the specification and the spread narrows to real differences in cost, margin and factory-vs-reseller.
Should I tell the supplier my target price?
Ask for their price first, then counter. Open with a target and a reseller simply agrees to it and sources something cheaper to protect margin.
How do I compare quotes that use different terms?
Normalise to the same Incoterm, payment terms and specification before comparing. A cheap FOB price with 100% upfront and no inspection is not cheaper than a slightly higher price with 30/70 and an inspection clause.
What questions filter real factories fastest?
Do you make this yourself and what do you outsource; can you send a paid sample of the exact spec; and can we arrange third-party AQL inspection before shipment with the balance released after it passes.
Keep Learning
All free tools From inquiry to inspection
The RFQ starts the order. These free tools cover verifying the supplier and checking the goods.
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Inspection Report Template
The fill-in report for your first order: 6 checkpoints, defect log, photo index, PASS/FAIL.
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Guide
How to Source Products from China
The full path from specification to delivered container — and where buyers usually lose money.
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