Template scope: This page is a copy-and-use field structure for an importer RFQ. For the reasoning, supplier gates and quotation-comparison workflow behind the template, use the complete China home decor factory RFQ guide.
An RFQ fails when blank cells are decisions the factory must invent. A product image, “best price” request and total quantity do not identify the version to manufacture, protect, label or deliver.
A usable home decor RFQ template gives every decision a field, an owner and a status. It separates fixed requirements from bounded proposals, records quantity by sellable version and forces assumptions into view. The eight-block structure is for importers and wholesalers sourcing ceramic, glass, metal, resin, textile or mixed-material ranges. It is not a universal specification or contract.
Start with one RFQ control sheet, not an email narrative
Use one workbook or controlled document as the source of truth. The email should identify the project, deadline and attached revision; it should not carry a second, conflicting specification. Give the RFQ an identifier such as RFQ-2026-014-R02, name the buyer-side owner and set a supplier return date.
| RFQ block | Required output | Buyer control question |
|---|---|---|
| 1. Project control | RFQ ID, revision, owner, market and channel | Can every attachment and reply be tied to one current request? |
| 2. Product lines | One row per SKU, finish and sellable version | Does each price refer to an identifiable product? |
| 3. Finish and branding | References, locations, artwork and approval route | Which appearance decisions are fixed and which may be proposed? |
| 4. Packaging and labels | Protection, retail pack, labels and carton assumptions | What must arrive, not just what leaves production? |
| 5. Quantity structure | Quantity by line plus requested alternatives | Can the supplier see the actual SKU and variant split? |
| 6. Quality and market data | Inspection fields and product-specific open items | Which requirements are confirmed, assigned or still under review? |
| 7. Trade and delivery | Currency, trade basis, place and requested timing | Where does the supplier’s delivery responsibility end? |
| 8. Supplier return | Price, lead-time basis, exclusions and revision | Is the response complete enough for a buyer decision? |
Name drawings, artwork and images with the RFQ ID and revision. A file called final-vase.jpg stops being traceable after another finish or pack appears.
Use four field statuses so a blank never becomes consent
Every non-administrative field should carry one of four statuses. This makes “not decided” different from “supplier may choose.”
- F — Fixed by buyer: quote only the stated material, size, finish, pack or trade basis.
- P — Supplier to propose: return a named option with its commercial effect; do not silently substitute it.
- B — Open but bounded: work inside a stated range, target or non-negotiable constraint.
- N/A — Not applicable: record why the field does not apply to this product.
Never use an empty cell to mean “standard.” If a decision truly cannot be made before the first quote, assign P or B, identify the return format and mark the price provisional until the answer is accepted.
Block 1: identify the buyer, market and decision route
The control sheet tells the supplier what the quote is for and who resolves questions. Include:
- importer or buyer legal/business name and contact;
- destination country and intended sales channel;
- product family and project purpose;
- RFQ ID, issue date, revision and response deadline;
- requested quotation currency and language;
- buyer-side commercial and technical contacts; and
- a permitted-use note where applicable.
“North American retail” or “Gulf hospitality project” is more useful than “export order,” but cannot replace product-specific legal review. It helps flag labels, packaging or documents that need confirmation.
Block 2: give every sellable version its own product row
One line represents one quotable combination of product, dimensions, finish and pack. Do not combine colours when their processes, quantities or artwork differ.
| Product-line field | Example format | Status rule |
|---|---|---|
| Buyer item code | VASE-ARC-240-IVORY |
Fixed and unique |
| Product name and use | Decorative vase; dry floral display | Fixed; do not imply unapproved functions |
| Reference set | Drawing R03 + images 01–03 | Fixed revision |
| Material/construction | Ceramic body; supplier to state process | Fixed material, proposed process |
| Product dimensions | 240 × 145 × 65 mm | Fixed or bounded with tolerance owner |
| Relevant weight | Supplier to return net unit weight | Proposed, then verified |
| Components/accessories | Product, pad and care card | Fixed inclusion list |
| Finish/colour | Ivory matte; reference chip pending | Bounded until approval |
| Quantity | 600 units for this version | Fixed quotation tier |
| Requested alternatives | 900 units; stock ivory option | Separate labelled response |
A photo can show silhouette, but not scale, rear construction, base protection or supplied components. Without a drawing, request a dimensional sketch before treating the quote as final.
Block 3: separate appearance, logo and approval references
Record visible decisions that can change process, yield or packaging: colour or physical reference, coating description, gloss, texture, print method, logo dimensions, placement and artwork revision.
Use a reference hierarchy: approved physical sample where available; then controlled drawing and finish reference; then numbered photographs; finally written details not captured elsewhere.
The RFQ states what is priced before approval; Article 07 will own the later sample workflow. Require the supplier to identify finishes needing physical references and whether an alternative changes price, minimum or timing.
Block 4: specify protection, retail presentation and carton data
“Export packing” is not enough for breakable or mixed-material decor. Separate product protection from retail presentation and master-carton planning.
| Packaging level | Fields to request | Supplier return |
|---|---|---|
| Unit protection | Bag, tissue, foam, moulded insert, edge or opening protection | Proposed material, placement and pack image/sketch |
| Retail presentation | Neutral/printed box, sleeve, insert, care card, barcode and language | Component list, artwork responsibility and one-time charges |
| Inner pack | Quantity, orientation, divider and assortment rule | Units per inner pack and packed arrangement |
| Master carton | Units, carton material, dimensions, net/gross weight and marks | Completed carton data or stated pre-production estimate |
| Pallet or shipment unit | Pallet requirement, limits or handling note when used | Configuration and responsibility |
Case-count changes can affect logistics identity. Under GS1’s pack/case quantity rule, altering the contained quantity may trigger a different GTIN for a higher pack level that already exists. It does not select a LANBORUI pack; it shows why case quantity must be explicit.
For fragile selections, connect the RFQ to the LANBORUI quality-control process and state the protection questions that must be settled before bulk packing.
Block 5: expose the real quantity structure
Give quantity by SKU, colour, finish and packaging artwork—not only the order total. Ask the supplier to return its minimum constraint and an alternative tier only where useful.
The home decor MOQ guide explains how production, finish, packaging and carton constraints can set different minimums. In the RFQ, the practical task is narrower:
- show the requested quantity for every product line;
- label the total range quantity separately;
- identify shared finishes or packaging only when they are genuinely common;
- request a feasible split where the first plan misses a constraint; and
- keep supplier alternatives in new columns, never over the buyer’s original request.
Do not ask to “optimize MOQ” without showing which lines may change. A useful alternative names the changed quantity, finish, pack or process.
Block 6: assign quality and destination requirements without guessing
Quality fields identify what will be checked, against which reference and by whom. Include critical dimensions, workmanship points, applicable function or stability checks, packaging, lot definition, inspection owner and reporting.
If attribute sampling will be used, record the agreed inspection level, sampling plan and acceptance criteria rather than writing “standard AQL.” The ISO overview for ISO 2859-1:2026 describes an acceptance-sampling system for inspection by attributes. It does not create product requirements or choose a plan for every order.
Destination requirements must be product- and market-specific. The European Union’s product-compliance guidance for importers says importers must verify that imported products comply with applicable EU law. An RFQ should therefore include fields for the responsible party, applicable requirement, evidence/document, label text, traceability data, language and current status. Do not prefill a certification merely because another product needed it.
Use Confirmed, Buyer reviewing, Supplier to document or Not applicable with reason for each compliance-related row. Obtain qualified advice when the classification or destination rule is uncertain.
Block 7: define the quotation and delivery boundary
Request:
- price per product line and quotation currency;
- Incoterms® rule, version and named place or port;
- payment terms proposed;
- quote validity;
- sample or development timing where requested;
- production timing basis after approvals and commercial conditions;
- estimated shipment date or lead-time basis;
- packed carton quantity, dimensions and weights; and
- separate one-time and optional charges.
ICC’s Incoterms® 2020 rules define how specified delivery duties, expenses and risks are divided across the parties. Pair the rule with a named place. It does not replace payment, title, quality or product-compliance terms.
ITA’s official pro forma invoice guidance includes party details, item descriptions, prices, weights, dimensions, delivery/payment terms, estimated shipment date and validity. Treat them as quote controls—not proof that one form satisfies every destination rule.
Block 8: force assumptions into the supplier return sheet
Protect the buyer’s original fields and provide dedicated columns for the supplier. A useful return sheet contains:
Quoted as requested?— yes/no;- supplier item/reference;
- unit price and price basis;
- quantity tier and minimum constraint;
- packing and carton data;
- one-time or optional charge;
- lead-time basis and quote validity;
- deviation from the buyer field;
- supplier assumption or exclusion;
- evidence or attachment reference; and
- supplier quotation revision/date.
Ask for a line-by-line response. “See quotation” works only when the return uses the same identifiers and states every deviation.
Put the RFQ through a quoteability gate
Before sending, test whether the factory can answer without inventing a decision.
| Gate | Pass condition | If it fails |
|---|---|---|
| Identity | Every line points to a controlled product/reference revision | Split or relabel the line |
| Ownership | Each open field has buyer, supplier or specialist ownership | Assign a status and return format |
| Quantity | SKU, variant and pack quantities are explicit | Add the actual line split |
| Boundary | Currency, trade rule/place and timing request are named | Stop asking for an unbounded “best price” |
| Return control | Supplier has fields for deviations, assumptions and revision | Add a structured response sheet |
Use three release results: Ready to quote, Ready with named provisional fields, or Not ready. A provisional field must have an owner and closure point. An unowned blank is a failed gate.
Compare an incomplete request with a controlled RFQ line
Incomplete: “Please quote 1,000 ceramic vases like the photo, good export packing, best FOB price.”
Controlled: “Quote line VASE-ARC-240-IVORY, drawing R03, ceramic body, 240 × 145 × 65 mm, matte ivory reference pending buyer chip, 600 units, neutral retail box plus stated fragile protection, supplier to return units/carton and packed dimensions, FOB Ningbo, Incoterms® 2020, USD. Show a 900-unit alternative, all deviations, one-time charges, validity and production-timing basis.”
The controlled line works because its open finish and carton fields have owners and required returns.
Control revisions after the supplier answers
Freeze the issued RFQ. Do not overwrite it with supplier data. Compare the returned revision, resolve deviations and issue the next buyer revision with a short change log.
Use a simple sequence:
R01 issued— buyer’s initial controlled request;S01 returned— supplier price, assumptions and alternatives;R02 issued— buyer accepts, rejects or changes named fields; andQ02 returned— supplier prices the updated scope.
Keep superseded files read-only. A current-revision banner and change log prevent old scope from returning to the decision.
Frequently asked questions about a home decor RFQ template
Should I send one RFQ for a mixed home decor collection?
Yes, when one control sheet governs the project and each sellable version has its own row. Use separate files for different technical owners, destination rules or schedules, but preserve one project index.
Can a reference photo replace a product specification?
No. A photo shows appearance and context, not dimensions, material, construction, rear details, accessories, finish control or packaging. Pair it with numbered fields and request a drawing when needed.
What should I do when I do not know the material or process?
Mark the field P or B, state the functional, appearance and target constraints, and require the supplier to name the proposed material/process. Do not leave the cell empty or accept a substitution that is only visible after sampling.
Should target price be included in the RFQ?
Yes, as a bounded target beside non-negotiable product, quality and packaging requirements. A value-engineered option must identify every changed field and remain separate from the baseline.
Does the RFQ need final carton dimensions before the first quotation?
Not always. If no verified pack exists, request an estimate labelled as such, along with units per carton and packing assumptions. Replace estimates with approved packing data before logistics booking or final commercial approval.
Is an RFQ the same as a purchase order or contract?
No. An RFQ requests a controlled commercial response. A purchase order or contract records the agreed transaction and must incorporate the final product, price, approvals, delivery and other applicable terms. Do not treat the first supplier spreadsheet as the final agreement.
Send a quote-ready home decor brief
Prepare the control sheet, product-line table, references, packaging fields, quantity split, quality/destination matrix, delivery basis and supplier return columns. Then review the importer and wholesaler sourcing route, customization decision points, factory and export handover and available collection directions.
Send a quote-ready home decor brief
Research basis and operating limits
The eight-block RFQ, four-status code and quoteability gate are original editorial tools. External support is limited to official ITA, ICC, ISO, GS1 and European Union material. The diagrams are process illustrations, not customer documents, factory records or evidence of a completed order.
This article claims no universal LANBORUI MOQ, price, lead time, carton result, test, certification, Incoterm or compliance result. Verify each value for the product, destination, quantity, pack and agreement. A named LANBORUI sourcing or commercial reviewer must approve the workflow before publication; classification, compliance, customs, tax and legal questions need market-specific review.