A useful building materials RFQ contains an item list, quantities and units, specification or drawing references, destination and required dates. Mark undecided details instead of allowing each supplier to assume a different product. Foshan Supply uses the request to review supplier options and clarify the scope before quotations are compared.
Start with an item schedule
Give every item a reference number. A kitchen, a room of tiles and a sofa should not share one vague line. Organise the list by room or category, then identify the unit that will be quoted: a piece, a complete set, a measured area or a fabricated item.
A preliminary quantity is useful if it is clearly marked as preliminary. For repeated apartments or hotel rooms, list unit types and exceptions before multiplying the quantities.
The fields that make an RFQ comparable
- Item and use: room, category, reference number and intended application.
- Quantity and unit: what the price must cover, including any approved allowance.
- Specification: dimensions, construction, finish, hardware and included components.
- Evidence: drawing revision, sample reference, photos and required product documents.
- Destination and programme: country, city, receiving needs and approval dates.
Use one version for all suppliers. Ask them to list deviations explicitly instead of changing the material or omitting accessories without explanation.
Explain what you like about the reference
A photo can describe a shape, atmosphere or finish. It usually cannot establish the internal construction, exact dimensions, electrical specification or performance. Say which features must match and which can be proposed as alternatives.
For a wardrobe, add the internal layout. For a window, add the numbered opening schedule. For a vanity, show the cabinet, basin, plumbing and mirror interfaces. For a custom chandelier, include ceiling height, intended size and drop.
State the actual country and the needed date
United States, Canada, Australia, Middle East and Southeast Asia are buying markets, not interchangeable specifications. State the actual destination country and ask your installer or importer to identify the relevant requirements for the product.
Give the date the site needs to receive the goods, along with drawing approvals and any staged installation. Production completion, dispatch and site delivery are different milestones. Ask the supplier to confirm the starting point for its lead time.
Prepare the attachments and open questions
Label drawings with their revision and date. Name product photos by item number and keep a separate list of unresolved choices. Send the most useful files first; the website enquiry accepts up to five attachments with a combined limit of 20 MiB.
Useful open questions include whether a supplier can offer the requested construction, whether a sample is available, what packing is proposed and which items are excluded. A good first enquiry makes the next decision clear.
Download the blank RFQ schedule
The CSV schedule is a blank working template. It contains no assumed product specifications, prices or quantities. Open it in a spreadsheet, give each item a row and attach the relevant drawings.
After completing it, send your sourcing request. Before selecting an offer, use the quotation comparison guide.
