A useful electrical product request for quotation (RFQ) tells each supplier what to quote, what evidence to provide and which details are still open. Send the same item schedule, drawings and commercial questions to every supplier so that differences can be reviewed before you compare prices.
Use the template below for Yueqing electrical factories, distributors or your sourcing partner. Add a separate line for each model and variation. If a rating or destination requirement is unknown, mark it “to be confirmed” and ask your engineer or importer to resolve it before approving the order.
Copy the RFQ email template
Replace the bracketed fields, attach the item schedule and send this message to each shortlisted supplier.
Subject: RFQ – [product family / project] – [destination country] – [required quantity]
Hello,
We are sourcing the electrical products listed in the attached schedule for [application and destination market]. Please quote each line against the stated requirements and identify any deviations.
Product and technical requirements
Product / model or reference: [ ]
Application and supply system: [ ]
Rated voltage, current, frequency and AC/DC: [ ]
Configuration and other product-specific requirements: [ ]
Drawings, dimensions and document revision: [ ]
Quantity per model / variant and unit: [ ]
Required standard or market documentation: [ ]
Brand and alternatives: [exact brand/model required / proposed alternatives allowed for our written approval]
Sample and order
Sample quantities and required checks: [ ]
Logo, labels, instructions and packaging: [ ]
Target production-ready date: [ ]
Destination country and delivery point: [ ]
Requested trade term and named place, if known: [ ]
Please include in your quotation
- Legal seller, manufacturer and actual production site for each item.
- Exact offered model, datasheet and a written list of any deviations or substitutions.
- Unit price and currency, quantity breaks, MOQ per variant, and quotation validity.
- Sample, tooling, artwork, testing, packaging and other separately charged costs.
- Sample lead time, production lead time and the event from which each begins.
- Payment terms, delivery term and named place, packing dimensions and estimated weight.
- Model-specific test reports, certificates or declarations requested for our market, with their scope and issuing entity.
Please advise any information you need before quoting. No substitution is approved until we confirm it in writing.
Thank you,
[Name / company / contact]
Build an item schedule suppliers can quote
Use one row for each distinct specification, even when products share a housing or series. The following example is illustrative: have your engineer confirm actual requirements and compatibility before purchasing.
| Item | Specification to complete | Quantity | Supplier response |
|---|---|---|---|
| MCB – line 01 | Poles, current, rated voltage, trip curve, breaking capacity, mounting and required market documents: [buyer to specify] | [number and unit] | Exact model, deviations, unit price and lead time |
| Contactor – line 02 | Load duty, rated current at the intended duty, coil voltage and frequency, auxiliary contacts and mounting: [buyer to specify] | [number and unit] | Exact model, accessories, price and lead time |
| Industrial plug – line 03 | Voltage, current, poles, protective-earth position, mating socket, mounting and IP conditions: [buyer to specify] | [number and unit] | Plug and mating socket references, drawings and price |
For an assembly, attach the single-line diagram, component schedule and enclosure drawing. State whether the quote covers an empty enclosure or the complete wired and tested unit. For existing part numbers, provide the maker and full suffix; indicate whether alternatives may be proposed. See the MCB, contactor buying and industrial plug and socket guides for product-specific questions.
Match the technical details to the product
Do not rely on a product name, photograph or current rating alone. Include the details that affect the exact device and its use:
| Product | Examples of information to provide |
|---|---|
| Breakers and residual-current devices | System voltage, poles, current, trip curve, breaking capacity and residual-current function or type where applicable. |
| Contactors, relays and starters | Load and switching duty, coil or control supply, contacts, overload range where relevant, mounting and accessories. |
| Plugs, terminals and cable fittings | Mating interface, conductor size, pole and earth configuration, thread, cable diameter, mounting, material and environment. |
| Boxes and switchgear | Assembly boundary, drawings, device and busbar schedule, electrical ratings, enclosure, wiring, tests and responsible design entity. |
| Solar and DC components | System and equipment DC ratings, polarity, circuit arrangement, installation environment and exact PV/DC application. |
Ask for a current datasheet and relevant documents that identify the manufacturer, model and scope. A logo on a catalogue or a company-level certificate does not prove that a specific configuration meets the destination market’s requirements. Confirm requirements with your importer and technical adviser.
Make quotations comparable
Ask each supplier to use the same currency, quantity and packing basis, and list differences separately. Check whether the offer includes samples, moulds, artwork, inspection, documentation, domestic transport and export packing. Record the quotation validity, payment schedule and lead-time starting point.
If you request an Incoterms® rule, include the named place and edition. For example, request a quote using the rule and named point you intend to negotiate; confirm the final term in the contract. The International Chamber of Commerce explains why the rule, named place and edition should be specified. Shipping, customs and insurance details should be clarified separately with the relevant parties.
Review responses and approve the next step
- Check the seller, manufacturer and factory location for each line. A trading company and a manufacturing site may be different entities.
- Compare exact models and deviations against the same item schedule. Ask suppliers to fill missing fields rather than assuming an equivalent.
- Review samples, drawings, document scope and any inspection requirements before placing an order. Record the approved reference and revision.
- Agree price, payment, production schedule, packaging and shipping in the order documents. Identify who approves changes and what happens when an item fails an agreed check.
For product verification, see our quality control process. For collection, packing and transport coordination, see shipping and logistics.
Send your RFQ to BottomRace
If you need suppliers in Yueqing, send the completed template and your item schedule to contact@bottomrace.com. Under Pro, we source suppliers and our procurement costs are included in the product quotation, with no separate Pro service fee. Under Basic, you bring your Yueqing suppliers; the procurement management fee is 5% of the agreed product value with a $100 minimum. The accepted quotation states the scope and any additional costs. See Services & Pricing and our sourcing and purchasing process.