Efficient RFQ Template: 7 Details for Ceramic Planter Quotes
As a professional distributor or buyer, your time is valuable. A clear and complete RFQ (Request for Quote) not only helps you receive the most accurate and competitive offer from a supplier but also significantly shortens the communication cycle and accelerates your project timeline.
When contacting a specialized manufacturer like us for ceramic planters, providing the following 7 key pieces of information will ensure we deliver a detailed, no-hidden-costs formal quotation to you within 24 hours, and may even help you secure more favorable terms.
1. Clear Product Specifications
This is the foundation. Avoid generic terms like “small flower pots.” The more precise you are, the more accurate our quote will be.
Size: Provide exact dimensions. For ceramic planters, we need Top Outer Diameter (or Length & Width for squares/rectangles), Height, and Bottom Diameter. Example: “12-inch (30 cm) diameter at top, 10-inch (25 cm) height, 8-inch (20 cm) diameter at base.”
Design/Model: Refer to our specific product codes if available (e.g., CP- 2024-M12). Alternatively, provide a link to the product page on our website, or attach clear images/sketches. Browse our ceramic planter collection
Finish & Glaze: Specify the color name/code (e.g., Matte Terracotta, Glossy Navy Blue), texture (e.g., crackle glaze, smooth, rustic), and any specific finish requirements.
Drainage Holes: Standard single hole, multiple holes, or no holes (for cache pots).
2. Target Quantities and MOQ Flexibility
Your quantity directly impacts the unit price, production scheduling, and available payment terms.
Initial Order Quantity: State your target quantity for the first order (e.g., 500 pcs, 1,000 pcs).
Future Projections: If applicable, mention your estimated annual volume or potential for repeat orders. This allows us to consider potential long-term partnership discounts.
MOQ Concerns: If our standard Minimum Order Quantity (MOQ) is a barrier, please communicate this. We can often suggest solutions, such as mixing items within a container or offering starter packages.
3. Detailed Customization Requirements (If Any)
Moving beyond our standard catalog? Clear specifications prevent costly misunderstandings.
Private Label & Packaging: Do you require custom boxes, logo printing on the pots, or specific retail packaging? Provide logo files (vector format preferred) and packaging design concepts.
Product Modifications: Specify any changes to our standard designs—dimensions, slight shape alterations, custom color matching (provide Pantone codes or physical samples).
Sample Requirements: Do you need pre-production samples? Confirm you understand any sample fees and lead times. Our ceramic customization capabilities
4. Target Price Range or FOB/FOBT Reference
While we will provide our best price, knowing your budget helps us tailor our proposal.
Budget Per Unit: A target FOB price range (e.g., “targeting $4.50 – $5.00 per unit FOB Ningbo”) helps us see if we are aligned or suggest alternatives to meet your goals.
Incoterms Preference: Clearly state your preferred shipping terms—typically FOB (Free On Board) or EXW (Ex Works). This defines cost responsibility.
5. Destination Port and Ideal Timeframe
This is crucial for calculating logistics costs and checking production slot availability.
Destination Country/Port: e.g., “Los Angeles, USA (Port of LA/Long Beach)” or “Hamburg, Germany.”
Required Timeline: Specify your “Need-by” date on the ground. Include key milestones:
Sample approval date (if needed).
Final order confirmation date.
Required production completion date.
Estimated vessel departure date from China.
6. Preferred Payment Terms
Stating this upfront ensures our quote aligns with your company’s financial protocols.
Standard Terms: Indicate your standard terms (e.g., 30% deposit, 70% before shipment, or 50/50).
Alternative Options: If seeking more flexible terms (e.g., Net 30), mention it. While often reserved for established partners, it can be discussed based on order value and potential.
7. Your Company and Contact Background
A brief introduction helps us provide better service and prioritize serious inquiries.
Company Profile: What is your business? (e.g., “We are a garden supplies wholesaler servicing 200+ retail stores in the Midwest, USA”).
Primary Sales Channels: Do you sell B2B, B2C, online, or through physical stores?
Past Experience: Are you new to importing ceramic planters or an experienced importer?
Key Contact: Provide the name, title, and preferred communication method (email/WhatsApp/WeChat) of the decision-maker for this inquiry.
Sample Inquiry Email Template
Subject: RFQ – Ceramic Planters for [Your Company Name] – Target Qty 1,000 pcs
Dear [Supplier Name] Team,
We are interested in requesting a formal quotation for the items below and have provided all necessary details for your assessment.
Products:
Item 1: Model CP-2024-M12, Matte White Glaze, with single drainage hole. Qty: 600 pcs.
Item 2: Model CP-2024-R08, Rustic Terracotta (unglazed), with single drainage hole. Qty: 400 pcs.
Customization: We require private label packaging. Our logo will be provided upon proceeding.
Target Quantity: 1,000 pcs total for this initial order, with projected repeat orders quarterly.
Logistics: Destination port is Rotterdam, Netherlands. We require the goods to be shipped no later than October 15, 2024.
Incoterms & Payment: Please quote on FOB Ningbo basis. Our standard payment terms are 30% deposit, 70% balance against copy of Bill of Lading.
Our Background: We are “GreenLife Distributors,” a B2B supplier to garden centers across the Benelux region, importing gardenware for over 5 years.
Please provide your best quotation including:
Unit price and total price (FOB Ningbo).
Production lead time after sample approval and deposit.
Details on sample availability and cost.
Package details (pcs per carton, carton dimensions, gross weight).
We look forward to your prompt reply.
Best regards,
[Your Full Name]
[Your Title]
[Your Company Name]
[Phone/WhatsApp]
[Company Website]
