What a Clothing RFQ Is and Why It Matters
If you are a buyer with three vague quotes in your inbox and no way to tell which is better, the problem usually started with the enquiry. A clothing RFQ, short for request for quotation, is a written request that gives suppliers the same specification, quantities and conditions to price against. When every supplier answers the same questions, you can compare the answers. When they do not, you are comparing guesses.
An RFQ is not a purchase order and not a commitment to buy. It is a structured way to ask for a price and to find out how a supplier works. A good one also acts as a filter: suppliers who ask sensible questions back are usually the ones worth sampling with, and suppliers who quote instantly without asking anything may be pricing a garment that is not yours.
What to Include in a Clothing RFQ
Think of the RFQ as a form the supplier has to complete without guessing. Each field removes a question the factory would otherwise have to ask, or a gap it would fill with its own assumption. The table lists the fields most garment RFQs need, with an example of how to fill them.
Clothing RFQ fields, why they matter and examples
| RFQ field | Why it matters | Example entry |
|---|---|---|
| Product and style | Defines what is being priced | Unisex pullover hoodie with kangaroo pocket; reference photo attached |
| Fabric and weight | Fabric is usually the biggest cost driver | Cotton-rich fleece, weight and finish stated, swatch to follow |
| Quantities and size split | Volume changes price and fabric planning | Total quantity per style and colour, with sizes set out |
| Colours and decoration | Print, embroidery and dyeing add cost and steps | Two colours; front embroidery, size and position shown |
| Trims and labels | Zips, drawcords and labels are easy to forget | Woven neck label, care label, hangtag, metal eyelets |
| Packing and shipping | Packing method and destination change cost | Individual polybags, cartons, delivery to a UK address |
| Price basis | Decides who pays for what | Price per piece on a stated Incoterm, with currency |
| Timing | Sets deadlines and shows if the supplier can meet them | Target delivery window and sample deadline |
| Compliance and testing | Prevents surprises on labelling and tests | Required tests and labelling for the destination market |
A general template. Add fields for your category, such as wash, special finishes or certification, and keep the same wording for every supplier.
Our guide to making a clothing tech pack shows how to produce the specification that sits behind the first rows of this table.
Where the Information in a Clothing RFQ Goes
Most buyers spend time on the product description and skip the rest. A more balanced RFQ spreads detail across five groups, so the supplier has less to guess. The weighting below is an illustration of how much of the document a buyer might devote to each group.
Illustrative split of information in a clothing RFQ
Illustrative example
- Product specification30%
- Quantities and sizes20%
- Materials and trims25%
- Packing and shipping15%
- Commercial and compliance terms10%
Illustrative only. It shows how a buyer might allocate space in a typical RFQ, and it is not a rule. A simple repeat order would need less product detail and more attention to price basis and timing.
If one group is thin, the supplier will fill it with assumptions. Trims and packing are the most common gaps, which is why a bill of materials helps; see our garment bill of materials guide for a worked example.
Documents to Attach to Your Clothing RFQ
A written summary is a start, but documents are what make quotes accurate. Attach what you have, and say plainly what is still undecided so suppliers can quote options or state their assumption.
The core attachments
- Tech pack or specification sheet: measurements, construction details, stitching and finishing notes.
- Bill of materials: every fabric, trim, label and packing item with quantities.
- Reference garment or photos: for fit, handfeel and details that words do not capture.
- Artwork files: for prints, embroidery and labels, with size and position.
- Test and labelling needs: the checks and label content required for your market.
If you do not have a tech pack yet, say so and attach a sketch and a reference garment. A supplier can still give an indicative quote, but you should treat it as a range until the specification is complete.
Quantities, MOQ and Size Split in an RFQ
Quantities are the field that most changes a quote, and the one buyers are most reluctant to state. Give a realistic quantity, even if it is a test run, and ask the supplier to quote the break points that matter to you. Our guide to what MOQ means in clothing manufacturing explains why minimums exist and how they vary between fabric, trims and decoration.
State the quantity per style and per colour, and give a size split. If you are not sure of the split, say so and ask the supplier for a suggested curve. If you want to test the market before committing, ask whether a smaller trial quantity is possible, with the understanding that any test quantity depends on fabric, trims and the factory, and is not guaranteed.
Price Basis, Incoterms and Duty: Quote the Same Thing
The most common reason quotes cannot be compared is that they are priced on different bases. One supplier quotes ex-works, another quotes free on board, and a third quotes delivered, so the numbers are measuring different things. State the price basis you want in the RFQ, using a recognised Incoterm, and ask each supplier to confirm what is and is not included.
The Incoterms rules are published by the ICC Incoterms rules site, and they should be read in their current edition. Our guide to what an FOB price means explains the most common basis for garment orders. Duty and import charges are separate again, so check the commodity code and the current rate on the UK Trade Tariff rather than relying on a supplier statement.
Ask Every Supplier to Quote in the Same Format
Do not leave the format to the supplier. Send the RFQ with a quote template, or list the lines you want answered, and ask for exclusions to be stated in writing. A supplier who sends a single price with no breakdown has made comparison harder, so ask for the same information from everyone.
Clothing RFQ checklist to send with your request
- Product, style code and reference photo for each item.
- Fabric composition, weight and finish, with a swatch or reference.
- Quantity per style and colour, with a size split.
- Decoration details with artwork, size and position.
- Trims, labels and packaging list.
- Price basis (named Incoterm), currency and destination.
- Target sample and delivery dates.
- Required tests, labelling and compliance documents.
- Request for a line-by-line quote, with exclusions and validity period stated.
A template to adapt. Send the same version to every supplier, and keep their answers in one file.
A short deadline for replies, a named contact and one round of questions keeps the process tidy and shows how responsive each supplier is.
How to Compare Quotes from a Clothing RFQ Fairly
The cheapest headline price is rarely the cheapest outcome. Quotes differ in what they include: labels, packing, tests, fabric weight, sampling charges and validity. To compare, put every quote on the same basis by adding the items a supplier left out. The worked illustration below uses made-up numbers in currency units to show the idea.
Illustrative quote normalisation (per piece, currency units)
| Line | Quote A | Quote B | Quote C |
|---|---|---|---|
| Headline unit price | 8.40 | 7.60 | 8.90 |
| Labels (if excluded) | Included | 0.30 | Included |
| Individual packing (if excluded) | Included | 0.20 | Included |
| Fabric test (if excluded) | Included | 0.15 | Included |
| Normalised unit price | 8.40 | 8.25 | 8.90 |
| Total for 500 pieces | 4,200 | 4,125 | 4,450 |
Illustrative only. The extras for Quote B total 0.65, so 7.60 plus 0.65 is 8.25; 500 pieces at 8.40, 8.25 and 8.90 give 4,200, 4,125 and 4,450. Real quotes also differ on fabric weight, which cannot be fixed by adding a line.
Illustrative normalised unit price by quote
Currency units per piece
Illustrative only, using the figures in the table above. Quote B is cheapest on headline price and still cheapest after extras are added, but its gap to Quote A narrows from 0.80 to 0.15, small enough to be decided by quality and communication.
When the gap narrows like this, decide on evidence rather than price alone. Our guide to comparing two supplier quotations goes through a longer list of hidden differences.
Common Clothing RFQ Mistakes and Better Alternatives
Most poor quotes trace back to a handful of habits. Fixing them takes minutes and improves every reply you receive. The table sets a typical weak RFQ against a stronger version of the same line.
Weak and strong versions of a clothing RFQ
| Topic | Weak RFQ | Strong RFQ |
|---|---|---|
| Product | "A black hoodie like this photo" | Style code, reference photo, measurements and construction notes |
| Quantity | "Some pieces, as low as possible" | Quantity per style and colour, a size split and a test-run option |
| Price | "Best price" | Price per piece on a named Incoterm, currency and validity date |
| Fabric | "Good quality cotton" | Composition, weight, finish, and a swatch or reference |
| Process | "Send me your catalogue" | A clear next step: samples, costs and approval stages |
Examples of wording to avoid and replace. Adapt them to your product and market.
Also avoid sending the RFQ to dozens of suppliers at once. You will not be able to read, compare or reply to them all, and the best suppliers tend to answer carefully chosen enquiries. Keep a log of questions and answers so every supplier is treated the same, and remember that a reply to an RFQ is the start of your assessment of a supplier, not the end.
From Quotes to Samples: What to Do Next
A quote tells you what a supplier says it can do. A sample tells you what it can actually do. Once you have narrowed the list, move to samples before any bulk commitment, and agree who pays and how sample charges are treated if you order.
From clothing RFQ to first order
- 1PrepareWrite the specification, quantities and price basis in one document.
- 2SendIssue the same RFQ to a short list of suitable suppliers.
- 3ClarifyAnswer supplier questions in writing and share replies with everyone.
- 4CompareNormalise quotes, then weigh price, communication and capability.
- 5SampleOrder samples from the best one or two suppliers.
- 6ConfirmAgree terms in writing before bulk starts.
A general sequence. Timing depends on suppliers and how complete your specification is.
Sample costs are worth budgeting early; our guide on how much clothing samples cost explains what drives the charge. Before bulk, put the agreed price, specification, quality terms and payment into a written agreement, as described in the clothing manufacturing agreement guide.
How Ruhrose Handles a Clothing RFQ
Ruhrose develops hoodies, fleece, jersey, denim and woven casualwear in Bangladesh with UK buyer support. When a clothing RFQ arrives, we look for what is missing before we quote, say if a product is outside our range, and move to sampling before bulk. We do not quote from a photo alone. See Ruhrose's clothing manufacturing services for what we cover.
If a supplier read your RFQ tomorrow, which field would they have to guess?