How to prepare a sourcing request for Chinese suppliers
A sourcing request, or RFQ, is a written brief asking a supplier to quote a defined product, quantity and delivery requirement. Comparable quotes start with the same specifications and commercial assumptions.
Define the product and delivery destination
Describe the use case, materials, dimensions, finish, quantity range and destination country. Attach a drawing or reference image and identify which features can change. For lighting, include electrical and installation requirements; for apparel, include a size breakdown; for fabrics, include composition, weight and width. The Harmonized System is the WCO product classification framework. Discuss the appropriate classification and destination requirements with a qualified customs specialist rather than treating a similar product name as a confirmed code.
World Customs Organization: Harmonized System (HS): product classification ↗
Check the supplier and the evidence
Ask for the company identity, production location, relevant capabilities and a sample plan. Distinguish a trading company from a manufacturer by checking the actual party performing production. When a certificate is relevant, request its issuer, scope, certificate number and validity dates. ISO develops standards but does not itself certify companies; check the certification body and the scope instead of relying on a logo. A showroom profile or badge does not replace order-specific verification.
International Organization for Standardization: Certification: standards and certification bodies ↗
Request a quote on a consistent basis
Ask each supplier for the same quantity, specification, packaging, sample requirements and destination. Separate tooling or setup costs from unit prices and record the currency, quote validity, payment milestones and lead-time assumptions. Name the delivery term and place. ICC Incoterms® rules describe the allocation of delivery tasks, costs and risks; they do not replace the rest of your agreement. Keep unresolved details marked for confirmation.
International Chamber of Commerce: Incoterms® rules: delivery responsibilities ↗
Review samples and approve the next step
Compare the received quotations against the original brief. Record deviations and ask follow-up questions before treating two prices as comparable. Agree on sample approval, inspection criteria, packing and the production schedule in writing with the supplier. In TTOC, the Buyer Agent helps prepare and organize these conversations. Review the proposed inquiry before sending it, then confirm commercial commitments directly with the supplier.
Before you request a quote
Confirm specifications, quantity, destination and delivery requirements with the supplier. Prices, lead times and certifications must be checked for your specific order.
- Product specification and reference files
- Quantity, size or color breakdown and packaging
- Destination, delivery date and named delivery term
- Samples, testing or certificate evidence required
- Currency, payment milestones and quotation validity