An RFQ works when it gives the factory enough context to respond without guessing: product format, market, expected quantity, packaging route, timing and the support you need.
Include the six pieces of project context.
- Product: perfume, body mist or another format; bottle size and concentration where known.
- Market: where the finished product is intended to be sold.
- Quantity: expected first order and any future volume estimate if relevant.
- Fragrance and packaging: existing route, preference or development discussion needed.
- Timing: target launch date and any decision deadline.
- Support required: samples, components, document discussion, filling or other scope.
Use plain language. A supplier can ask follow-up questions if you state what you know and what you are still deciding.
Ask for a response you can compare.
Request the proposed product route, the factors affecting MOQ and timing, the sample process, the documents that can be discussed, and a clear list of inclusions and exclusions. This gives every supplier the same response framework.
Use a simple RFQ structure.
Subject: Request for quotation — [product format]
Project: We are preparing a [product] for the [market] market. Our expected first order is [quantity].
Requirements: We would like to discuss [fragrance direction, packaging route, timing and documents].
Response requested: Please advise a suitable production route, MOQ factors, sample process, lead-time factors, inclusions, exclusions and information needed to confirm a quotation.
This is enough for a first enquiry. Add technical detail as it becomes available.
Check these points before you send.
- The sales market and quantity are stated.
- The request identifies whether you need an existing route or development support.
- The packaging route is described rather than implied by an image alone.
- You have asked for assumptions and exclusions.
- You have a single person or document for supplier replies.