Start with one controlled reference
An RFQ should let potential suppliers evaluate the same requirement. Choose one drawing revision or reference sample as the starting point, label it clearly and identify any information that is provisional. Do not fill missing specifications with guesses just to make the brief look complete.
This checklist can support a custom metal hardware sourcing project or a bag and leather-goods hardware requirement. The details to verify depend on the actual application.
Describe the part and its interfaces
- Part name, reference number and intended application; say whether this is a new design or an existing component.
- Drawing or CAD file with revision, date and units. If you only have photographs, label views and include a scale reference without treating the image as a dimensioned drawing.
- Critical dimensions, tolerances and mating interfaces. Mark which features affect assembly or function and which need technical clarification.
- Required material and any evidence supporting it. If material is unknown, record that testing or specialist review may be needed.
- Finish or appearance reference, including which surfaces matter. Distinguish a visual target from a defined coating or performance requirement.
- Logo artwork, placement and authorization where branding is involved. Share only drawings and samples you are entitled to provide.
Add commercial context without implying an order
State the initial quantity separately from possible repeat demand. Label a forecast as a scenario rather than a purchase commitment. Include a target budget if useful, but specify the currency and whether it relates to the part alone or the wider project.
- Initial quantity, any quantity alternatives you want quoted, and a clearly identified repeat-demand scenario.
- Required delivery date and destination; ask the supplier to confirm feasibility rather than treating your target as an agreed lead time.
- A request to separate samples, tooling, setup, inspection, packaging and shipping from recurring part cost.
- Any constraints on tooling ownership, drawing disclosure or supplier communication that should be agreed before development.
MOQ and the production route remain subject to project review. If quantity is a key constraint, use the MOQ and tooling decision guide before deciding what alternatives to request.
Define the evidence needed for approval
| Record | What to write |
|---|---|
| Confirmed requirement | The drawing feature or specification, its source and the current revision. |
| Open question | What is unknown, who will clarify it and whether it blocks a quotation or sample approval. |
| Proposed deviation | The supplier’s alternative, its reason and the approval required before it can replace the original requirement. |
| Acceptance evidence | The measurement, reference sample or agreed test needed, and the person responsible for reviewing it. |
Ask whether the proposed sample will represent the intended production material, process and finish. Record differences explicitly. A sample that answers an appearance question should not automatically be treated as evidence of functional performance.
Before sending the brief
Check that filenames and revisions agree, remove superseded drawings, and list what suppliers should return: feasibility questions, proposed route, deviations, an itemized quotation and a sample plan. You can send an incomplete brief if the missing information is visible.
The next decision is whether the responses address the same scope. Use the hardware quotation comparison guide when offers arrive. Do not approve tooling or production simply because a quotation has been received.
Varestaq is an independent sourcing and product development partner based in China. Manufacturing partners are evaluated for each project; we do not operate a factory. Supplier capability, compatibility, MOQ, tooling requirements and lead time must be verified against your actual requirements before commitment.
Discuss your part, drawing or specification