The Supplier-Proof RFQ: A 7-Point Checklist to Get an Accurate Quote, Faster

"How much for a 2-inch logo patch?"

I receive this email 50 times a week. It's the RFQ (Request for Quotation) that's impossible to answer.

It's like asking a builder, "How much for a 2-bedroom house?"

As a co-founder of a component manufacturer, I've seen hundreds of US brands waste millions of dollars and countless weeks, not on bad products, but on bad communication. The problem almost always starts with a vague, incomplete RFQ.

A weak RFQ doesn't just get you a bad quote. It gets you bad samples, production delays, and a final product that doesn't match your vision.

An RFQ is not a casual question. It is a technical brief for a manufacturing process.

I want to show you how to write a professional RFQ. This is the exact 7-point checklist I give to my top US partners. It's designed to eliminate guesswork, get you an accurate quote on the first try, and protect your brand.

 

The 7-Point "Supplier-Proof" RFQ Checklist

 

1. The Design File (The "Blueprint")

 

• Amateur: "I've attached a .jpg of our logo."

• Professional: "Attached is our vector file (.ai, .eps, or .pdf). Please do not alter the logo's proportions."

• Why it matters: A .jpg is a flat, low-quality image. A vector file is a mathematical blueprint. It allows us to zoom in infinitely, see every line, and create a mould that is 100% accurate. This is the single most important file for quality.

 

2. The Exact Dimensions (The "Specs")

 

• Amateur: "Make it about 2 or 3 inches wide."

• Professional: "The final part must be exactly 63.5mm (2.5 inches) wide. All other dimensions should scale proportionally. Please confirm the final height in your digital proof."

• Expertise: "About 2 inches" is a guess. Manufacturing is not guessing. A precise measurement in millimeters is the global standard and ensures the part fits perfectly on your garment.

 

3. The Colors (The "Code")

 

• Amateur: "We want a 'dark blue' and 'gold'."

• Professional: "Please match Pantone 286 C (blue) and Pantone 7555 C (gold). The base is to be matte black."

• Why it matters: Your "dark blue" on your screen in California looks different from my "dark blue" on my screen in our factory. Pantone is the only universal language for color. It ensures your brand color is your brand color, every single time.

 

4. The Material & Construction (The "Feel")

 

• Amateur: "A 3D rubber patch."

• Professional: "We require a 3D moulded silicone badge with a matte finish. Base height: 2.0mm. Logo height: 1.0mm (total 3.0mm). Please confirm you can achieve sharp, 90-degree edges on the logo."

• Expertise: "Rubber" can mean PVC, Silicone, or TPU—all with different costs and properties. A pro-level brief specifies the material, finish (matte/glossy), and dimensional structure. This shows you're a serious buyer.

 

5. The Application (The "How")

 

• Amateur: "It needs to go on a shirt."

• Professional: "This will be a heat-transfer application onto a 90% polyester / 10% spandex high-stretch legging. Please quote with your high-stretch adhesive and provide T.T.P. parameters."

• Experience: This is the detail that saves 99% of projects from failure. The adhesive for a rigid cotton backpack is completely different from one for a high-stretch legging. A good supplier must know the end-use fabric.

6. The Quantity (The "Business")

 

• Amateur: "How much for 100 units?"

• Professional: "Please provide a tiered price quote for 1,000, 5,000, and 10,000 units. Please also state your sampling cost and lead time."

• Why it matters: A tiered quote shows you the supplier's economies of scale. It also immediately signals that you are a real business planning for volume, not a hobbyist. This gets you a better-quality quote and faster response time.

 

**7. The Compliance (The "Legal" - Crucial for USA) **

 

• Amateur: Forgets this entirely.

• Professional: "This product is for children's wear (ages 6-12) and will be sold in the United States. Please confirm your materials are CPSC/CPSIA compliant and provide recent 3rd-party test reports for lead and phthalates."

• Authoritativeness: This is a non-negotiable legal requirement for the US market. A supplier who can't answer this immediately is a supplier who will get your brand recalled, fined, or sued. Trustworthiness is proven here, not just claimed.

 

A Note from Your Supplier: Why We're Sharing This

 

We're not just suppliers; we are partners in your production. We share this guide because a professional client makes us a better, faster, and more efficient manufacturer.

When you send a clear brief, we don't waste time on guesswork. We move directly to sampling. You get your product faster. You launch on time. We all win.

An expert brief is the first step in a profitable partnership.

 

Your Questions Answered: RFQ FAQs

 

1. What if I'm a new brand and don't have all this technical info? That's the ultimate test. A good supplier (like us) will see your .jpg and your "dark blue" request and reply with a series of questions to help you build this professional RFQ. A bad supplier will just guess, send you a price, and create a bad sample.

2. Can I just send you a photo of a patch I like from another brand? Yes, but as inspiration, not as a technical spec. You can say, "We want to achieve a similar look and feel to this," but a good supplier will still walk you through the 7 points above to create your unique product.

3. What's the difference between this and a "Tech Pack"? A Tech Pack is the master blueprint for your entire garment. This 7-point brief is essentially the "Component Tech Pack" for your badge. It's the same professional logic, applied to your branding.

 

The Final Word

 

Your RFQ is the foundation of your entire production. A weak brief, like a cracked foundation, will cause the whole project to fail.

Use this 7-point checklist to build a rock-solid foundation for a fast, efficient, and profitable partnership.

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About the Author

August Lin is the VP of Sales and Co-founder of CCA.

With over a decade of first-hand experience, he partners with global US brands, helping them navigate the complexities of offshore manufacturing. He has reviewed thousands of RFQs, from the back-of-a-napkin sketch to the 50-page technical brief.

This blog is where he shares what he's learned about building efficient, profitable partnerships.

Connect with August on LinkedIn.