Start with one version of the specification
Send every supplier the same brief and give it a version number. Record the product name, drawing or reference sample, dimensions and tolerances, materials, required performance and intended destination. Mark which details are fixed and which alternatives you are willing to review. When a supplier suggests a substitute, ask for a separate quotation so the lower price does not hide a change in specification.
A reusable RFQ brief
Copy these fields into your enquiry: product and specification version; material and dimensions; quantity and unit; quantity per colour or model; packaging and label requirements; delivery destination; target delivery window; sample requirements; inspection criteria; and questions still to be confirmed. Attach clear reference files. Request a quotation against this brief and ask suppliers to list exclusions or assumptions instead of silently filling missing details.
Ask for costs beyond the unit price
Request the minimum order quantity, sample cost, tooling cost and ownership, packaging cost, payment terms and quotation validity. Ask whether tax, inland transport, export documentation and freight are included. If a trade term is used, request its named place and version. Do not compare a factory-gate price with a delivered price as if they cover the same work. Record each cost separately before discussing savings.
Separate sample timing from production timing
Ask when the sample can be dispatched, what approvals must happen before production, and when the production lead time starts. Confirm whether the schedule depends on a deposit, artwork approval or tooling completion. For a first order, reserve time for sample corrections and final inspection. Ask how the supplier will notify you of delays and which decisions require your written approval.
Compare answers and close the gaps
Build one comparison table with specification match, quantity basis, itemised cost, sample plan, delivery basis, lead time and unresolved questions. Keep supplier statements separate from evidence you have reviewed. Shortlist on the full requirements, then evaluate samples and relevant business documents before committing. A complete RFQ makes differences visible; it does not guarantee supplier performance.