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The short version
- RFQ = request for quotation (you know what you want, you need a price). RFP = request for proposal (you have a problem, suppliers propose solutions). RFI = request for information (you are still learning who can do what).
- The three usually run in order: RFI, then RFP, then RFQ. Small importers mostly skip straight to the RFQ.
- For a Chinese factory with a defined product, send an RFQ: specs, quantity, Incoterm, packaging and target delivery, so quotes compare line by line.
- In Chinese: RFQ is 询价单 (xúnjià dān), RFP is 招标书 or 方案征集书, RFI is 信息征询书.
What do RFQ, RFP and RFI mean?
RFQ means request for quotation, RFP means request for proposal, and RFI means request for information. All three are documents a buyer sends to suppliers before buying. They differ in how much the buyer already knows: an RFI asks what is possible, an RFP asks suppliers to propose how they would solve a problem, and an RFQ asks for a firm price on a product or service the buyer has already defined.
Purchasing teams, governments and big companies use all three. If you import products from China as a small business, you will mostly use one of them, the RFQ. The government of Canada and the US General Services Administration describe the same three-way split in their own procurement guidance (see the sources below).
What is the difference between an RFQ, RFP and RFI?
| RFI | RFP | RFQ | |
|---|---|---|---|
| Stands for | Request for information | Request for proposal | Request for quotation |
| Main question | Who can do this, and how? | How would you solve this, and at what cost? | What is your price for exactly this? |
| You already know | Little. Exploring options | The goal, not the solution | The exact product, quantity and specs |
| Supplier replies with | Capabilities, company info, rough ideas | A written proposal: approach, timeline, price, terms | Unit price, MOQ, lead time, payment and delivery terms |
| Binding? | No | Usually leads to a contract negotiation | A quote you can accept to place an order |
| Judged mainly on | Fit and credibility | Quality of solution, then price | Price, lead time and terms for identical specs |
| Typical length | 1 to 2 pages | 5 to 30+ pages | 1 to 3 pages plus drawings or a spec sheet |
| Use it when | Early research, new category | Custom or complex work | Standard or well-specified products |
When should you use an RFQ, an RFP or an RFI?
- Use an RFI when you do not yet know the market: you are deciding between a trading company and a factory, or whether a material or process even exists at your budget.
- Use an RFP when the outcome matters more than the exact specs: a custom packaging system, a full OEM product developed from a concept, or a logistics provider for a whole supply chain.
- Use an RFQ when you can write down the product: size, material, color, quantity, packaging. This is how most Etsy, Amazon and reseller importers buy.
If you cannot fill in the quantity and materials yet, you are not ready for an RFQ. A quick RFI to two or three suppliers will tell you what you need to specify first.
Which one should you send a Chinese supplier?
Send an RFQ. Factories and trading companies in China price against specs, quantity and delivery terms, and many will ignore a broad message with no quantity. An RFQ also makes quotes comparable: if every supplier answers the same questions, you can line up unit price, MOQ, lead time and payment terms side by side.
Send an RFP-style brief only when you want the factory to design or engineer something (for example, OEM development from a concept). Send an RFI-style message first if you are still deciding between suppliers; a short list of questions about capacity, certifications and sample policy works well. Our Alibaba supplier message templates cover the first-contact messages.
What does each one look like? Examples
| Type | Example (illustrative) |
|---|---|
| RFI | We are a small brand in Canada exploring stainless steel water bottles. Can you share your factory type, monthly capacity, materials you work with, certifications (such as food-contact testing), and sample policy? No quantity is committed yet. |
| RFP | We want a refillable gift set for the holiday season. Goal: retail at $30 with a margin above 50%. Propose a design, materials, packaging and a production schedule, with pricing at 1,000 and 5,000 sets. |
| RFQ | Product: 500 ml double-wall stainless steel bottle, matte black, laser-engraved logo. Quantity: 1,000 pcs. Packaging: individual white box, 50 per carton. Incoterm: FOB Ningbo. Please quote unit price, MOQ, sample cost and lead time, valid for 30 days. |
What should a supplier RFQ include?
- Product spec: dimensions, material, color, finish, logo method, any drawings or photos.
- Quantity: the target order and, if useful, one or two price breaks (for example 500 and 2,000).
- Commercial terms: Incoterm (such as FOB or EXW), payment terms and currency.
- Packaging and labeling: inner box, carton size, barcodes, language on labels.
- Timing: target delivery date and the date you need the quote by.
- Questions to answer: unit price, MOQ, sample cost and time, lead time, quote validity.
We explain each part in What is an RFQ?, and the RFQ Builder turns them into a ready-to-send, bilingual document.
How do you say RFQ, RFP and RFI in Chinese?
| English | Chinese | Pinyin | Notes |
|---|---|---|---|
| RFQ (request for quotation) | 询价单 / 询价函 | xúnjià dān / xúnjià hán | Most common term. Sellers also say 报价请求 or just 询价 |
| Quotation / quote | 报价单 | bàojià dān | The supplier's reply to an RFQ |
| RFP (request for proposal) | 招标书 / 方案征集书 | zhāobiāo shū / fāng'àn zhēngjí shū | 招标 is formal tendering, mostly large or government buyers |
| RFI (request for information) | 信息征询书 / 信息邀请 | xìnxī zhēngxún shū | Rarely used by small factories. A plain list of questions is understood better |
| Please quote | 请报价 | qǐng bàojià | A short phrase for chat messages |
In practice, Chinese suppliers on platforms like Alibaba and 1688 respond to 询价 messages that list the product, quantity and destination. The formal terms for RFP and RFI matter more when dealing with large companies.
How do the three fit together in one sourcing project?
- RFI to a wider groupSend a short list of capability questions to 8 to 10 suppliers. Drop those that cannot meet your basics (materials, certifications, MOQ).
- RFP only if you need design helpAsk two or three shortlisted suppliers to propose a solution, timeline and cost. Skip this if you already have a finished design.
- RFQ to 3 to 5 suppliersSend the same spec to each. Compare unit price, MOQ, lead time, payment terms and quote validity.
- Sample, then orderOrder a sample from your top choice, check it against your spec, then confirm the order in writing.
What are common RFQ, RFP and RFI mistakes?
- Sending an RFP when you need a price. A vague brief gets vague answers, or none.
- Leaving out quantity. Unit price depends on it, so quotes without it are not comparable.
- Different specs to different suppliers. Then the cheapest quote may simply be for a cheaper product.
- Comparing only unit price. Include MOQ, sample cost, lead time, payment terms and freight, then check the landed cost.
- Sharing your target price with every supplier. Keep it out of the document you send.
- No deadline. Say when you need the quote and how long you need it valid.
Send a clear RFQ in English and Chinese
Our RFQ Builder turns your product details into a one-page supplier RFQ with the sections above, with a Chinese version for your factory. Pay once, no account, and your details stay on your device.
Prefer to browse first? The RFQ Builder page shows what is inside.
Frequently asked questions
What does RFQ stand for?
RFQ stands for request for quotation (sometimes written request for quote). It is a document a buyer sends to suppliers asking for a price on a specific product or service, with the quantity, specs and delivery terms stated.
What does RFP stand for?
RFP stands for request for proposal. A buyer describes a problem or goal and asks suppliers to propose a solution, timeline and price. It is used when the buyer does not know the exact specs.
What does RFI stand for?
RFI stands for request for information. It is an early, non-binding questionnaire used to learn what suppliers can do before the buyer commits to an RFP or RFQ.
Is an RFQ the same as a quote?
No. The RFQ is the request the buyer sends. The quote (or quotation) is the supplier's reply with prices and terms.
Which comes first, RFI, RFP or RFQ?
In a full procurement process the order is RFI, then RFP, then RFQ. Small importers with a defined product usually skip the first two and send only an RFQ.
What is the Chinese word for RFQ?
The usual term is 询价单 (xúnjià dān), or 询价函. Suppliers reply with a 报价单 (bàojià dān), the quotation.
Examples are illustrative, not templates for legal contracts. This guide is general information, not legal or customs advice. SuanSupply is not affiliated with GSA, the Government of Canada or any supplier.