How to Write an RFQ for Wholesale Compressed Sofas
Prepare a comparable RFQ for a complete compressed sofa set with carton dimensions, included components, order quantities and delivery terms.
A comparable compressed-sofa quote needs a defined sellable set, a packing specification and a named delivery point. Without those three, one supplier may price a two-seat configuration at the factory gate while another includes a chaise and export delivery.
Describe a unit someone can count
Supply a sketch and a component list. State whether throw cushions, spare covers, connectors, inserts and branded cartons belong in the price. Give each colour a code and distinguish minimum order per fabric from minimum order per finished colour. Ask for outer dimensions and gross mass for each carton, then list the number of cartons needed per complete sofa.
Name the commercial assumptions
Quote one currency, one comparison quantity and the same named place under the agreed Incoterms rule and edition. ICC’s selection checklist helps identify the delivery point and allocation of costs and risk. Put any design fee, artwork setup, sample credit or testing charge on its own line. Ask for the validity period and the event that starts lead time, such as approved artwork or receipt of fabric. International Chamber of Commerce
Read back the supplier’s interpretation
If Supplier A quotes 100 “pieces” and Supplier B quotes 100 “sets,” ask each to total the end modules and centres. A three-piece layout means 100 modules may produce only 33 complete sets with one component left, even under an ideal mix. Reject a price comparison until both suppliers can show the same order in boxes and in finished sofas.
Compare two quotes for the same shipment
In a teaching example, a buyer needs 100 complete sofas delivered to the same named receiving point. Offer A is $130 per set plus a $400 artwork fee and $1,800 of quoted transport to that point. Offer B is $151 per set with the artwork and the same transport already included. Before duty, insurance differences or any other unlisted charges, the comparable subtotals are $15,200 for A and $15,100 for B. The lower headline unit price has become the higher subtotal. If A’s carton plan also needs a second parcel at destination, price the extra leg consistently for both suppliers before selecting either.
What a buyer sends back
Return a side-by-side schedule and ask each supplier to acknowledge the same order unit, route and included items. Ask whether quoted dimensions are estimates or measured on a production pack, who pays for rework if a label is wrong and whether the sample credit is contingent on a minimum bulk order. Mark any unresolved figure as pending. This lets purchasing negotiate the $100 gap on known costs while logistics checks the potentially larger impact of a second parcel.
| Item | Reading |
|---|---|
| Product | Drawing and components per set |
| Pack | Each carton size and gross mass |
| Commercial | Quantity, term and named place |
Should a cheaper alternative have its own quote line?
Yes. Keep the requested build as the baseline and give the alternative its own foam grade, cover reference and pack dimensions. Then the buyer can decide whether a stated saving comes from a delivery term, a changed construction or a genuine manufacturing cost difference.
What to request from the supplier
Send the same versioned RFQ to all suppliers and require any exclusions or technical alternatives on a separate line.
Download: Wholesale RFQ formSources and further reading
Put it into practice with Hongkong Yonghua
