How to Prepare a Clear B2B Product Sourcing RFQ
A Practical Checklist for International Buyers, With or Without an Existing SKU
A request for quotation (RFQ) helps a sourcing partner understand what you need and identify the details that require clarification before a quotation can be discussed. A useful RFQ does not need to be a finished engineering document. It should explain what you need, which details are essential, and what remains open for discussion. Clear requirements can help reduce misunderstandings about specifications and make follow-up questions more focused.
This guide is for importers, purchasing managers, wholesalers and brand buyers considering existing products or custom projects. Evershuo, operated by Ningbo Yingshuo Trading Co., Ltd., is a China-based trading business that coordinates sourcing and project discussions with partner suppliers. The checklist below is a starting point for communication, not a promise of product availability or production capability.
Identify the Product or Describe Your Custom Idea
If you are asking about a product shown on a website, include its name and SKU, if available. This helps identify the reference you mean. You can also explain whether you want that configuration or a different size, finish or packaging arrangement.
An existing SKU is not required to discuss a custom project with Evershuo. Describe the product, its intended use and the result you want to achieve. A sketch or reference image can support the discussion, but it does not establish that the requested design can be manufactured. You can explore our product categories for context without restricting your inquiry to a listed example.
Define Essential Specifications
Separate essential requirements from preferences. Depending on the product, useful details may include materials, dimensions, function, color, surface finish, intended use and packaging. State measurement units clearly, and identify any dimensions or tolerances that matter to your project. If a detail is undecided, say so rather than guessing.
For decorative statues and figurines, describe the subject, dimensions, finish and intended placement. For planters and garden decor, describe the shape, capacity if relevant, finish and where the piece will be used. These are examples of information to discuss, not specifications available for every product.
Packaging can affect the project brief too. Indicate whether you are considering retail packaging, protective packing, labels or branding, and identify requirements that still need review. Our OEM and ODM sourcing information explains why customization options depend on the product and supplier.
Provide Estimated Order Quantity
Share your estimated order quantity, even if it is provisional. Distinguish an initial order from a possible repeat order, and identify separate quantities for different versions, colors or packaging designs when relevant. Avoid presenting an unapproved purchasing forecast as a firm commitment.
Minimum order quantity, or MOQ, depends on the product, configuration, supplier and customization requirements. There is no single MOQ for the entire Evershuo range. Ask for the applicable MOQ and explain where your quantity is flexible. Sample availability, cost and shipping arrangements also need project-specific confirmation; samples should not be assumed to be free.
Clarify Your Target Market
Identify the destination country or market and the intended use of the product. Where relevant, include labeling, instructions, packaging or documentation requirements that your purchasing team has identified.
For garden statues and decor, note the intended placement and any finish expectations for the target market. Specify any test reports or certification documents you need reviewed for the target market. A document for one model or configuration should not be assumed to cover another. Availability and applicability must be checked for the proposed product; an RFQ does not guarantee that any requested certification is available. Ask qualified advisers about requirements you cannot confirm yourself.
Prepare Drawings and Reference Materials
Drawings, sketches, photographs and specification sheets can help explain a custom idea. Label the version or date of each document, identify key measurements, and explain which features are essential. If you share several references, clarify how they relate to your requested product rather than expecting the recipient to infer the design.
Share only documents and images you are entitled to provide. Avoid unnecessary personal information, confidential customer records or unrelated business documents. A reference photograph helps communicate appearance; it is not proof of dimensions, performance, certification or a right to reproduce a third-party design.
The current Evershuo Contact Us form does not accept file uploads. Use its Message field to describe the project. To discuss drawings or reference photographs, email sales@evershuo.com with a brief project description and identify the related inquiry. Confirm what further material is needed before sharing sensitive details.
Understand Supplier Feasibility and Commercial Confirmation
Custom requirements need review with relevant partner suppliers. Materials, construction, tooling, samples, production feasibility and supporting documentation may affect what can be offered. Sending a design does not mean that every feature, performance target or configuration can be supported.
Ask what remains unconfirmed and what information is needed to proceed. Quotations, MOQ, sample arrangements, lead times and certification requirements must be confirmed for the specific project. A preferred delivery date is a planning requirement, not an accepted production schedule.
An RFQ is not a formal order. Final specifications and commercial obligations depend on the transaction documents agreed by the parties. The FAQ provides further context on samples, customization and order-related questions.
Use a Practical RFQ Checklist
Copy the following into your inquiry and complete the information you have. Leave unknown items blank or write “To be confirmed.” This is an optional planning template, not a replacement for the required fields in the Contact Us form.
Product category or project description: Reference product name / SKU, if available: Intended use: Essential specifications and measurement units: Preferred materials, colors and finishes: Estimated quantity and variants: Destination country / target market: Electrical requirements, if applicable: Branding, packaging and labeling requirements: Required documentation to be reviewed: Drawings / reference materials available: Sample requirements, if any: Preferred delivery timing (subject to confirmation): Open questions or flexible requirements:
Before sending, check that quantities, units and document versions are consistent. Highlight unresolved details so they can be discussed rather than treated as agreed specifications.
A clear RFQ starts a practical conversation. Visit Contact Us to describe an existing product or your own project. If no SKU applies, leave Product / SKU blank and explain your requirements in Message. Drawings can be discussed separately by email, and feasibility and commercial terms remain subject to confirmation.