TRUSS / Supplier sourcing
What to Tell a Supplier Before Asking for a Quote
Picture getting this message from a buyer you've never worked with: “I want 125 pairs of sweatpants with my logo. How much would that cost?”
It's a fair question, and it's a perfectly good place to start. But if you were the supplier, you'd have some questions:
- Are the pairs all one color?
- How many of each size?
- Is the logo printed or embroidered?
- Are they picking from your existing styles or asking you to develop a new one?
Some suppliers will ask. Others will fill in the blanks with their own assumptions and quote from those. Either way, the buyer may end up with a number that doesn't mean quite what they think it does.
A request for quote (RFQ) puts those details together before suppliers price the order. It gives everyone the same starting point, so you can see what you're comparing when the replies come back.
From a Vague Idea to a Clear Product Brief
An RFQ starts with a product brief, which brings together what you know about the product after working through the right questions.
In one women's apparel sourcing conversation, the client wanted 125 pairs of oversized sweatpants with a logo. A few follow-up questions made the request more specific.
| Initial Idea | After the Follow-Up Questions |
|---|---|
| “I want 125 pairs.” | 25 each in small, medium, large, XL, and XXL. |
| “A logo near the pocket.” | A pink embroidered symbol beneath the wearer's right pocket, with the final dimensions still to be approved. |
| “Ready for launch.” | Final delivery to Milwaukee by January 23, with samples needed earlier for marketing photos. |
The client didn't need a finished technical specification to start. These answers gave suppliers clearer requirements and showed which details still needed discussion.
What Stays in Your Internal Brief?
Your internal brief can include your budget, target selling price, priorities, and where you're willing to compromise.
Be clear about what that budget covers:
- Products
- Samples and revisions
- Branding or setup charges
- Packaging
- Shipping and import costs
- Sourcing services, testing, or inspections where needed
The supplier receives the product requirements and the questions you need answered. You can put those requirements in the RFQ or attach a separate specification sheet with artwork, measurements, and reference images.
You don't have to share your maximum budget. You can collect suppliers' pricing first, then assess whether their proposed product and total costs work for your business.
Which Details Change the Price?
Quantity by Size and Color
The total tells a supplier how big the order is. The breakdown tells them how it gets made.
One color across five sizes is a different request from five colors across five sizes. Suppliers may set minimums per color or style, and extended sizes may carry additional charges.
Give them:
- The total quantity
- The quantity for each size and color
- Any flexibility in that breakdown
Fabric and Weight
“Lightweight” can mean different things to different factories.
Ask each supplier for the fabric composition and weight in grams per square meter (GSM). That lets you see whether you're comparing prices for similar fabrics.
Fit and construction matter too. A fitted jogger cuff wouldn't do the job of a loose leg opening, even if both products appeared in the same search results.
If you haven't chosen the fabric yet, ask suppliers to propose options and identify which one their price covers.
The Logo
Printing and embroidery use different processes and have different charges.
For embroidery, pricing can depend on:
- The artwork
- Logo dimensions
- Stitch count
- Placement
- Order quantity
“Under the right pocket” is useful direction, but the supplier still needs to review the artwork and understand its size. Send what you have, ask about setup fees, and mark any undecided details clearly.
Existing Style or Custom Changes
Adding embroidery to pants a supplier already makes may be straightforward. Other changes can affect cost, minimum quantities, and timing.
For the sweatpants example, the questions include:
- Is the requested color already available?
- Does the existing style have the right fit and fabric?
- Can the supplier add the requested drawstring tips?
- Would any change require separate material sourcing or custom production?
Ask suppliers to separate what they already offer from what they'd have to modify.
Packaging and Labels
Packaging and labels belong in the quote too. Individual bags, size labels, care labels, hangtags, and branded packaging may be included, optional, or charged separately.
If you haven't chosen branded packaging, ask for the standard option and have the supplier describe it. Identify any required labeling or testing early enough for the related costs to be included.
Delivery
“Needed by January 23” should mean arriving at your destination, not leaving the factory.
Provide the delivery city, country, postal code, and arrival deadline, including the year. Samples need their own timeline, especially if you want to photograph them before launch.
Ask suppliers to separate:
- Sample preparation time
- Production time
- Shipping time
- The event that starts each timeline, such as artwork approval, sample approval, or deposit receipt
Also ask for the shipping term, named location, and included costs. One supplier's quote might cover collection at the factory, while another includes delivery. Those prices need to be put on the same basis before you compare them.
Describe What “Good Quality” Means for Your Product
“High quality” doesn't give a supplier much to work with. Explain which results matter and how you'll review them.
For sweatpants, that could include:
- Measurements checked against an agreed size chart
- Embroidery matching the approved size and placement
- Consistent stitching and finishing
- Agreed limits for shrinkage after washing
- Color that meets agreed requirements for washing and rubbing
You don't need to invent technical limits you haven't researched. Record what needs to be established during sampling and identify any product-specific testing or labeling requirements that need qualified input.
Make clear that bulk production requires written approval of the sample and final specifications.
What Can Stay Open and What Can't
You don't need every answer before contacting suppliers. You can ask them to propose:
- Suitable fabrics and weights
- Available colors
- Embroidery sizes
- Existing size charts
- Standard packaging options
For an initial quote, each supplier should state exactly what their price covers. If they quote a particular fabric, embroidery size, or stock color, record it.
Treat that price as provisional until the details that affect it are agreed. If you change those details, ask whether the price or timing changes too.
Anything that determines whether a supplier can fulfill the order needs a clear starting point:
- Quantity and size range
- Required customization
- Delivery destination
- Required arrival date
If you're flexible, explain where. List the remaining questions so suppliers can suggest options rather than make assumptions you never see.
What Should Suppliers Send Back?
Ask everyone for the same information:
- Product quoted: The style, materials, and options their price covers
- Price: Currency, unit price, and minimum quantities
- Separate charges: Samples, revisions, setup, branding, packaging, and other required costs
- Delivery terms: Shipping term, named location, and included or excluded transport costs
- Timing: Sample and production lead times, including when each starts
- Payment: Required deposit and balance terms
- Quote validity: How long the pricing remains available
- Exceptions: Anything they cannot meet, assumptions they've made, or alternatives they suggest
A lower unit price is only useful once you know what's included.
Start With a Short Inquiry
Before sending the full RFQ, introduce yourself and ask whether the supplier can support the product, quantity, customization, and timing. Their reply can tell you whether it's worth continuing the conversation.
You can adapt this:
Hello [supplier contact],
I'm [name] from [business]. We're sourcing [quantity] of [product] for [intended use].
Our starting requirements are:
- [Style, fit, and material direction]
- [Sizes, colors, and quantities]
- [Branding and customization]
We prefer [an existing style with customization / a custom-developed product]. Delivery is required in [destination] by [arrival date], with samples needed by [date, if known].
Can you support this quantity and customization? Please send your closest suitable options, minimum quantities, and estimated sample and production lead times.
Thank you,
[Name]
[Business]
Once a supplier confirms they may be a fit, send the full RFQ. If you've already established their capabilities, you can send the RFQ with your first message.
Send Every Supplier the Same RFQ
Once you've identified suitable suppliers, send each one the same current RFQ, artwork, and reference files. Date or number the document so you can track which version they priced.
If a supplier asks a question that leads you to change a requirement:
- Update the RFQ.
- Send the change to everyone still quoting.
- Ask them to confirm whether it affects their price or schedule.
When the replies come back, check the product details and included costs before comparing the headline prices.
You'll be able to see who understood the request, who suggested a useful alternative, and which quotes still depend on decisions you haven't made.
Write Your First Supplier Inquiry
Use the free TRUSS builder to put your product details into an opening message you can send to suppliers.
Answer guided questions about:
- What you want to make
- Quantities, sizes, and colors
- Branding and customization
- Samples and delivery timing
Your message takes shape as you answer. Review it, copy it, and send it to suppliers to find out whether they can support your order.
Need a detailed request for pricing? The full RFQ Builder is available for $5 one-time, with reference images, measurements, editable wording, and a printable PDF.
Have a Product in Mind?
You don't need to have every detail figured out before we talk. Tell me what you're planning, and we'll work through what suppliers need to know. From there, I can contact suppliers, follow up on questions, and put their quotes together for you to review.