A request for quotation (RFQ) is only as good as the specification sheet behind it. Send a vague request and you will get quotes you cannot compare, samples that miss the mark and disputes after production. Send a clear specification and factories can price accurately, you can compare suppliers fairly, and everyone knows what “correct” looks like before mass production starts.
Here is what a strong RFQ specification sheet includes.
1. Product overview
Start with one or two sentences that describe the product and its use: “Stainless steel balloon whisk, 30 cm, for retail sale in UAE supermarkets.” Add a reference photo or a link to a similar product, and say clearly which features must match and which can differ.
2. Materials and finish
Be specific. “Steel” is not enough; “304 stainless steel, brushed finish, food-grade” is. For each component, list:
- Material and grade
- Colour (with a Pantone code where possible)
- Surface finish or coating
- Any materials that are not allowed (for example BPA, lead, or certain dyes)
3. Dimensions and tolerances
Give key dimensions with units and acceptable tolerances, for example “length 300 mm ± 3 mm”. A simple drawing with measurements removes most misunderstandings. For technical or custom products, attach CAD files.
4. Function and performance
Describe how the product must perform: load capacity, battery life, voltage (220–240 V for the UAE), water resistance, or how many cycles a part must last. If there are tests the product must pass, name them.
5. Packaging and labelling
Packaging is often where B2B orders go wrong. Specify:
- Unit packaging: retail box, polybag, blister or bulk
- Branding: your logo, colours and artwork files (private label)
- Labels: barcodes (EAN/UPC), Amazon FNSKU or Noon labels, Arabic and English text where required
- Carton: units per carton, maximum carton weight and size, carton markings
If the goods are going to Amazon or Noon fulfilment centres, follow their packaging and labelling rules from the start.
6. Quantity, MOQ and price breaks
State your target order quantity and ask for prices at two or three quantity levels (for example 500, 1,000 and 5,000 units). This shows you how price changes with volume and helps you plan reorders.
7. Quality standards and inspection
Tell suppliers up front how quality will be checked: the AQL levels you will use, whether a third-party pre-shipment inspection is required, and what counts as a critical, major or minor defect. Suppliers price differently when they know goods will be inspected.
8. Certifications and compliance
List the certificates the product needs for your market, such as test reports for electronics, food-contact declarations, or SASO/SABER for Saudi Arabia. Ask suppliers to confirm they can provide them and include the cost in the quote.
9. Commercial terms
Ask every supplier to quote on the same basis so offers are comparable:
- Incoterm (EXW, FOB or CIF Jebel Ali, for example)
- Currency (USD or AED)
- Payment terms
- Production lead time and sample lead time
- Quote validity
Quick RFQ checklist
- Product description and reference photo
- Materials, colours and finishes
- Dimensions and tolerances (drawing or CAD)
- Performance requirements and tests
- Packaging, labels and carton details
- Quantities and price breaks
- Quality standard and inspection plan
- Certifications required
- Incoterm, currency, payment terms and lead time
Worked example: a one-page RFQ for a cutting board
Here is how a short, clear specification might look for a private label product:
- Product: polyethylene (PE) cutting board for retail sale in the UAE
- Size: 45 × 30 × 1.5 cm, tolerance ± 2 mm
- Material: food-grade HDPE, BPA-free, white; juice groove on one side
- Branding: logo debossed in one corner; colour retail sleeve with Arabic and English text
- Labels: EAN barcode on sleeve; FNSKU label for Amazon.ae units
- Carton: 20 units per carton, maximum 20 kg, carton marks with SKU and quantity
- Quantities: quotes for 1,000 / 3,000 / 5,000 units
- Quality: pre-shipment inspection, AQL 2.5 major / 4.0 minor, no critical defects
- Documents: food-contact test report
- Terms: FOB, prices in USD, sample lead time and production lead time stated
With this one page, every supplier quotes the same product on the same terms, so you can compare offers line by line.
Frequently asked questions
How many suppliers should I send an RFQ to? Three to five qualified suppliers is usually enough to compare price, lead time and quality without spending weeks on follow-ups.
Should I share my target price? Sharing a target price can speed things up, but share it only after you have received first quotes, so you don’t anchor suppliers too high or too low.
What if I don’t know the exact specifications yet? Start with a reference product and the features that matter most, ask suppliers for their standard options, then fix the details during sampling.
Which Incoterm should I ask for? FOB is common for sea freight from Asia because you control the main freight leg. If you prefer the supplier to arrange shipping to the UAE, ask for CIF Jebel Ali and compare it with your own freight quotes.
How SourcingBytes helps
Not sure how to specify your product? Our team turns your idea, sample or reference link into a clear specification, sends it to suitable factories and compares the quotes for you. See Product Sourcing & QC and Product Development & Sampling, or submit a sourcing request to get started.
