By Gordon Fong
Making a RFQ (Request for Quotation) sheet is the first step to import from China. Before you plan to send an inquiry to your Chinese suppliers, one critical thing is that you should make it clear what your product is in your RFQ sheet.
This article aims to tell you how to make a good RFQ sheet in 3 steps. A good and correct sheet will gain you more attention from your suppliers and help you get a better response.
Step 1: List a Product Specification Sheet
Product specifications include product name, photo, material, dimensions, package, labeling and color codes and all other specific requirements, which can define what is being really produced. The final quotation price you’ll get is up to how much information you have provide to your supplier. Give more specific details beforehand, and you’ll receive a more valid price, which could be resulting in a more efficient importing process next.
Please be aware that there is no exact formula or template for a specification sheet. We assume these 7 parts specs are very important to make a specification sheet, based on our experiences for years.
Case Study (I): Product Specification—-T8 Led tube 18W
| Spec | Description |
|---|---|
| Product name | T8 Led tube 18W |
| Photo | |
| Dimensions | a. length:1,200mm b. diameter:26mm c. weight:300g d. led size:2.8mm*3.5mm |
| Material& color | a. material: aluminum alloy and PC b. Color temperature: 6,000-6,500K c. Lumen: 1,800lm d. Voltage: 90~260V AC e. Power: 18W f. Bean Angle: >120° |
| Packing &Labelling | a. color retailer box b. 25pcs per carton c. With CE mark on retailer box d. Barcode will advise with PO |
| Safety standards &Certification | a. CE marking b. Rohs Marking c. FCC |
| Extra requirement | Personal logo or OEM design or any other requirements. |
Step 2: Research the Product Safety Standards & Labeling Requirements
According to country rules, Safety Standard Certificates should be mandatorily or voluntarily included. For instance, CE and ROHS are necessary documents if you are importing products to EU countries. Thus, make a research about which certificates you should be compliant to, and list it out in your specification sheet. Followings are some certificates requirement for your reference.
| Countries and regions | Certification | Directive or Test Standard |
|---|---|---|
| EU | a.CE b.IECEE(EMC) c. ROHS d. REACH e. E-Mark | a. EN71d. MDD e. R&TTE |
| US | a. FCC b. UL c. FDA d.EnergyStar e. EPA f. ETL | a. FCC Part 15 b. FCC Part 18 c. VCRP |
| Australia | a. C-Tick b. SAA c.MEPS d. RCM | a. AS/NZS4417.2 b. AS/NZS CISPR 22: 2002 |
Notice: Above cases are for your reference only. We didn’t conclude all regional quality standards, and different product has its own quality compliance. Thus, we suggest you directly contact local Customs Department or Clearance Broker for more information.
What’s more, some countries put a strict requirement to product labeling. It is important to check with your Customs or the appropriate authorities to confirm the current labeling requirements.
| Country | Language | Fiber Content | Origin | Care | Manufacturer/ Importer Info. | Size |
|---|---|---|---|---|---|---|
| Argentina | Spanish | Mandatory | Mandatory | Mandatory | Importer | Mandatory |
| Australia | English | Mandatory | Mandatory | Mandatory | N/A | Optional |
| Canada | English and French | Mandatory | Mandatory | Optional | Either | Optional |
| France | French | Mandatory | N/A | Optional | Either | Optional |
| Germany | German | Mandatory | N/A | Optional | N/A | N/A |
| Mexico | Spanish | Mandatory | Mandatory | Mandatory | Either | Mandatory |
| Pakistan | English or Urdu | Optional | Mandatory | Optional | Manufacturer | Optional |
| Peru | Spanish | Mandatory | Mandatory | N/A | Both | N/A |
| Russia | Russian | Mandatory | Mandatory | Mandatory | Either | Mandatory |
| Saudi Arabia | Arabic | Mandatory | Mandatory | Mandatory | N/A | Mandatory |
| Switzerland | German, French, or Italian | Optional | Optional | Optional | N/A | Optional |
| UK | English, multilingual | Mandatory | Optional | Optional | N/A | Optional |
| USA | English | Mandatory | Mandatory | Mandatory | Either | Optional |
Step 3: Make the RFQ File
Since the RFQ file will come to suppliers, you’d better make it in a common format such as Excel or Word. According to the International Trade Rules, a qualified RFQ file is based on your Product Spec. Sheet, as well as essentials like Trade Terms and Documents. Following Parts are suggested to be included in your RFQ file:
| Product Specification | Trade terms | Required documents |
|---|---|---|
| a. Product name b. Photo c. Dimensions d. Material & color e. Packing & Labelling f. Safety standards & Certification g. Extra requirement | a. Unit price b. Delivery terms& Destination c. Deadline for shipment d. Payment terms | a. Test report b. Supplier’s license c. Product certificate d. ISO certificate e. 3rd party Audit |
Case Study (II): RFQ file: T8 Led tube 18W
| List | Our Spec. | Supplier fill in | |
|---|---|---|---|
| Product Specification | Product name | T8 Led tube 18W | T8 Led tube 18W |
| Photo | |||
| Dimensions | a. length: 1,200mm b. diameter:26mm c. weight:300g d. led size:2.8mm*3.5mm | a. length: L=1178mm b. diameter: ?26mm c. weight:280g d. led size:2835 e.No. of led: 168 pcs | |
| Material & color | a. material: aluminum alloy and PC b. Color temperature: 6,000-6,500K c. Lumen: 1,800lmd. Voltage: 90~260V AC e. Power: 18W f. Bean Angle: >120° | a. material: aluminum alloy&PC b. Color temperature: 6,000-7,000K c. Lumen: =1620lm d. Voltage: 180~260V AC e. Power: 18W±1W f. Bean Angle: >120° | |
| Packing & Labelling | a. color retailer box b. 25 pcs per carton c. With CE mark on retailer box d. Barcode will advise with PO | a. color retailer box as attachment b. 25 pcs per carton c. With CE mark on retailer box d. Barcode print on sticker | |
| Safety standards & Certification | a. CE marking b. Rohs Marking c. FCC | a. CE: Yes b. Rohs: Yes c. FCC: No | |
| Extra requirement | a. Pre-order Sample, 4 pcs each | a. Available, send in 7 work days | |
| Trade terms | a. Unit price | a. Quote based on 60,000pcs | a. Price:XXX US$ per pc, valid in 15 days. |
| b. b. Delivery terms & Destination | a. CIF Felixstowe | a. Fob Ningbo port | |
| c. Deadline for shipment | a. we’d love to get in 3 months | a. 45 days | |
| d. Payment terms | a. please advise | a. 30% as deposit, 70% balance before shipment | |
| Required documents | a. Test report | a. luminous flux test | a. G-lifeluminous flux test report check attachment GM3000.pdf |
| b. Supplier’s license | a. please attach company license | a. check attachment license.pdf | |
| c. Product certificate | a. CE b. CCC c. Rohs | a. CE check the CE.pdf b. CCC check the CCC.jpg c. Rohs check the Rohs.pdf | |
| d. ISO certificate | a. Quality management system (for eg.ISO9001) | a. N/A | |
| e. 3rd party Audit | a. any 3rd party audit(Walmart Audit, Disney Audit) | a. N/A | |
Tips:
Try to include as much information as possible in the product specification sheet. That can quicken your proceedings and make the whole importing process more easily.
Concerning about product’s safety and certificates, as well as some importing rules, we strongly suggest you contact local authorities, the Customs and Clearance Brokers.
If you are stuck in defining your product specification, you can search it on Google.com, or other trade websites such as GlobalSources.com and Made-in-China.com, select several suppliers, and inquire them. As a request for quotation, suppliers will ask you necessary specification information instead.
Gordon Fong, E-MBA from Shanghai Jiao Tong University, as well as founder of Lance Group www.abcsources.com, a sourcing agent in China for over 7 years, has constantly engaged in providing one-stop purchasing services to buyers all over the world, including some famous global brands such as Sears, Target and Walmart. Gordon used this abundant experience and sharp perspective in publishing the Buyer’s Guide 2017, a step-by-step guide to sourcing and purchasing from China.
