How to Prepare an Apparel RFQ for Faster, More Accurate Manufacturing Quotes

An apparel RFQ (Request for Quotation) is more than a request for “price per piece.” A useful RFQ gives the manufacturer enough technical and commercial information to understand what is being made, who is responsible for materials, how many units are required, what quality and packing standard applies, and when the goods are needed.

The clearer the RFQ, the less time both sides lose on assumptions, repeated questions and quotations that later need to be revised.

Start with the product type and style reference. A description such as “women’s 2-piece suit,” “knit polo,” “woven shirt” or “sewn home-textile item” is useful, but the manufacturer will still need technical information. Include style codes when several products are being quoted together.

A production-ready tech pack may include flat sketches, construction details, measurement specifications, bill of materials, artwork, label information, colorways and packing instructions. If a complete tech pack does not yet exist, provide clear photographs, a physical reference sample, measurement information and written construction requirements so the manufacturer can identify what is still missing.

Specify what you know: composition, woven or knit construction, GSM/weight, width, color, print, finish, wash, hand feel and any performance requirements. If the buyer will supply fabric, say so. If the manufacturer is expected to source it, provide a swatch, approved reference or target description whenever possible.

Labels, buttons, zippers, drawcords, elastic, interlining, patches, embroidery, printing, hangtags, size labels and care labels can materially affect price and lead time. State which items are buyer-supplied and which must be sourced by the manufacturer.

Price and production planning depend on size range, grading and construction. Include the size set and measurement chart. Where tolerances are important, state them. If the product is still being developed, identify which measurements are provisional so sample feedback can be managed correctly.

Do not provide only a total order quantity when the order contains multiple styles, colors or sizes. A quantity matrix helps the manufacturer evaluate cutting, line planning, fabric consumption, trim quantities and packing. For example, 5,000 pieces across one style is very different from 5,000 pieces split across 20 styles.

Tell the manufacturer whether you already have an approved sample, need a development sample, require fit correction, or need a pre-production sample before bulk. Multiple revision rounds can affect the overall timeline, so sample status should be clear at RFQ stage.

A target price can help the manufacturer select commercially realistic materials and production methods, but it should be paired with the expected scope. Clarify whether the target is for CMT only, full finished goods, or another agreed basis. Also specify the currency and relevant commercial term if known.

“Urgent” is not a delivery date. Give the required ex-factory or shipment date, destination country or port, and whether the timeline includes sampling and material development. The manufacturer can then identify whether the requested window is feasible.

Packing affects cost and production time. Include folding method, individual polybag requirement, hangers if any, size stickers, carton assortment, carton markings, barcode requirements and any retailer-specific instructions.

• Company and contact details.
• Product / style description.
• Tech pack or reference.
• Fabric responsibility and specification.
• Trims and branding requirements.
• Size range and measurement chart.
• Quantity by style / color / size.
• Sample status.
• Target price and currency if available.
• Required delivery date.
• Destination / shipping expectation.
• Packing requirements.

A manufacturer can only quote against the information available. When specifications are incomplete, the price is either delayed, based on assumptions or subject to major revision later. A structured RFQ creates a better starting point for feasibility review, sampling, costing and production planning.

Texon Apparel’s RFQ form is designed to collect the core information needed for an initial review. Attach your tech pack or reference file and provide as much commercial and technical information as possible.

Example only: “Women’s woven 2-piece set; 2 styles; 3 colors; 1,800 sets total; buyer will provide approved tech pack and artwork; manufacturer to source fabric and standard trims; development sample required; individual polybag packing; target shipment month stated; destination country provided.”

This short summary does not replace the tech pack, but it gives the manufacturer enough context to identify the remaining questions before costing.