01 / Get the brief right
What is an apparel RFQ?
A request for quotation (RFQ) asks a supplier to price a defined product or service under stated quantities, responsibilities, timing and commercial assumptions. In apparel, that may mean garment development, production, CMT services, fabric, trims or another clearly specified scope.
A useful RFQ does more than ask “How much to make a T-shirt?” It gives enough information for a supplier to identify what it is pricing—and to say what remains unresolved.
Match the request to your readiness
If you only have a concept, ask about capability, development support and a preliminary estimate. Label assumptions. Do not present an early estimate as a confirmed production price or invent measurements to make a form look complete.
An RFI generally explores capability or information; an RFQ seeks pricing against a brief; an RFP asks for a proposed approach as well as commercial details. Organizations use these terms differently, so explain what response you need.
02 / A repeatable sourcing process
Prepare, send, clarify and compare.
Define what is being quoted.
List the product, specifications, quantities and work included. Note which details are approved, provisional or missing.
Choose appropriate suppliers.
Research capability, business identity, relevant experience, capacity and order fit. A directory entry is a research lead—not verification or a promise of performance.
Send the same base brief.
Use consistent quantities, revisions and delivery assumptions. Send separate messages rather than exposing suppliers’ email addresses to each other.
Resolve questions and revisions.
Log clarifications. If a specification changes, send the updated brief to each supplier still being compared and request a revised quotation where needed.
Compare like with like.
Check included services, minimums, setup costs, currency, payment, lead times and delivery basis—not only unit price.
Verify before committing.
Investigate the business, develop and approve appropriate samples, check applicable requirements and agree written terms before authorizing work or payment.
Use How to Compare Factory Quotes to evaluate responses after sending your request.
03 / Make responsibility visible
CMT, full-package and delivery terms answer different questions.
CMT and full-package describe a proposed production arrangement, but service scopes vary. Specify who supplies patterns, grading, materials, trims, labels, packing, testing and other services instead of relying only on a label.
Delivery terms address another dimension. If an Incoterm is used, ask for its exact rule, named place or port, and rules version, then confirm cost and risk responsibilities with appropriate logistics advice. An Incoterm does not by itself define material sourcing, product quality, ownership transfer, payment or all contract terms.
| Topic | What to clarify |
|---|---|
| Product & revision | Which style, sample, drawing, tech-pack version and color reference are being quoted? |
| Quantity & minimums | Units per style, color and size; fabric and trim minimums; quantity tolerances if relevant. |
| Materials & development | Buyer-supplied versus supplier-sourced inputs; sampling, pattern and grading charges. |
| Approvals & quality | What samples, tests, measurements and approval milestones are required or still to be agreed? |
| Time | When does lead time start, what approvals does it depend on and what does “delivery” mean? |
| Commercial basis | Currency, inclusions, payment milestones, quote validity, delivery responsibilities and excluded charges. |
For background, explore Sourcing, CMT Clothing Factories and the Manufacturing Guides.
04 / Keep documents under your control
Share files separately and deliberately.
This builder accepts no uploads. List the documents or references you intend to share, then attach them in your own email or use an access-controlled sharing service you choose. The builder does not attach, transmit, open or validate those documents.
- Verify the recipient before disclosing confidential designs or commercial information.
- Identify filenames, style references and revision dates.
- Check sharing permissions; do not assume a public link is confidential.
- Decide whether suitable confidentiality terms are needed before sharing sensitive material.
- State which reference controls if a sample, drawing and written specification differ.
- Do not upload or disclose third-party designs or information without appropriate rights or permission.
For quote preparation, share what a legitimate supplier needs to assess the work. Avoid unnecessary personal data, bank details or identity documents in an initial RFQ.
05 / Ask for a structured reply
What should a supplier quote include?
The generated draft asks suppliers to respond to these points. Treat answers as claims to check, not automatic confirmation that requirements are met.
- Price per unit, currency, unit of measure and quantity basis for each style or tier.
- What materials, trims, labels, packing and services are included or excluded.
- MOQ and minimums by style, color, size or component where applicable.
- Sampling, development, tooling or setup charges, including whether any are credited later.
- Lead times, start conditions, capacity assumptions and key approval milestones.
- Delivery basis, named place/port if relevant and excluded logistics/import charges.
- Payment terms and milestone timing.
- Quote validity, assumptions and circumstances that could change the price.
- Proposed substitutions, subcontracting and any technical or compliance questions.
- Supplier legal identity, production location and the contact responsible for clarifications.
The request is not a purchase order or approval to start. Confirm final specifications, price and contract terms through an appropriate written process.
06 / Follow the whole cost
A low unit quote can hide a different scope.
A cheaper quote may omit trims, sampling, tests, packing, freight or another responsibility that a second supplier includes. Conversely, a higher figure may reflect a different quantity, product assumption or delivery basis.
Normalize the comparison first. Include relevant charges without double-counting amounts already included. Ask about the implications of higher minimums, deposits and unusable extra inventory rather than assuming a volume discount saves money.
Read How to Compare Factory Quotes, then explore the supplier-comparison, landed-cost and planning tools in the Apparel Industry Tools directory. Check each tool’s assumptions before relying on its result.
Do not award solely on a spreadsheet total
Assess capability, samples, communication, realistic timing and relevant references as well as price. A quote is not evidence that a supplier has been independently verified or that a product meets applicable requirements.
07 / Common questions
Know exactly what the builder does.
Does this tool send my RFQ?
No. It generates a draft in this page. Copy it or download it, review it and send it through your own communication service. No supplier is contacted by the tool.
Does Apparel Search store my RFQ?
The builder does not submit entries, save them to a server or intentionally persist them in browser storage. Your browser may retain or autofill information under its own settings. The page includes ordinary site Analytics and advertising scripts; do not enter highly sensitive information here.
Do I need a complete tech pack?
Not for a clearly labeled capability or preliminary-estimate inquiry. A meaningful production quote may require more detail. State what is ready and ask the supplier what is missing rather than inventing specifications.
Can I attach a tech pack here?
No. The documents field only creates text describing what you will share separately. Add actual attachments in your email or arrange controlled access directly with the supplier.
Are the suppliers verified by this tool?
No. The builder does not select, screen, rank or contact suppliers. You remain responsible for appropriate checks, approvals and commercial decisions.
What if I change the form after generating?
The page marks the existing draft as out of date and disables copy/download actions until you generate it again. Regeneration replaces the draft, including edits you made directly in its output boxes. Copy any edits you want to keep first.
Can I edit the generated message?
Yes. The subject and message are editable. Copy and text download use the displayed draft, including your manual changes. Review placeholders, assumptions, recipients and any documents before sending.
What appears at the bottom of a downloaded file?
The text download ends with a short attribution identifying ApparelSearch.com as the drafting-tool source and explicitly saying Apparel Search is not the requesting buyer or a party to the inquiry. This attribution is not added to the editable subject, message, copied text or buyer’s signature.
What if copying does not work?
Some browsers restrict clipboard access. The tool selects the relevant text when possible so you can copy it manually. You can also download a text version.
Is the RFQ or supplier response a contract?
Do not assume either document’s legal effect from its label alone. This template asks for information and is not intended as an order or approval to begin work. Wording, conduct and applicable law can matter; obtain qualified advice when needed.
Will my work remain after I leave?
Do not rely on it. There is no intentional autosave. Copy or download the current draft before leaving. Reset clears the fields and draft in the page, but cannot delete downloaded files or undo copies you have made.
Prepare on paper
Blank worksheet.
The “Print blank worksheet” button above prints a separate preparation sheet from this page without clearing your entries. With JavaScript disabled, the worksheet is displayed below; use your browser’s print function. It is a planning sheet, not a transmitted request.