Quick answer: what should a safety pin RFQ include?
A safety pin RFQ (request for quotation) should state the product and size, material, finish, quantity and unit, pieces per box, packaging, branding, application, destination and Incoterm. It should also ask for MOQ, lead time, samples, payment terms and export documents. A complete RFQ helps the manufacturer reply with an accurate quote on the first try, and helps you compare suppliers fairly.
Why a detailed RFQ matters for export orders
Two suppliers can both quote "Size 2 safety pins" and still be offering different products. The wire thickness, finish, pieces per box and packaging may differ. A written specification gives every supplier the same starting point, so the quotations are comparable. It also reduces the number of follow-up emails across time zones.
The fields to include
1. Product and size
Give the size designation and, if you know it, the length in millimetres. Size numbering differs between makers, so confirm the length against the supplier's specification sheet. If you are unsure, describe the use, such as garment production, retail packs or industrial laundry, and ask for a recommendation. See the size and specification guide.
2. Material and finish
State steel or brass, and the finish you need, such as nickel-plated, brass, gold or black. Ask the supplier to confirm which materials and finishes it can supply for your order.
3. Quantity and unit
Say whether you mean pieces, boxes, gross or cartons. One gross equals 144 pieces. A box does not have a fixed number of pins, so also state the pieces per box you expect. Use the quantity conversion guide if you need to convert units.
4. Packaging
Choose bulk packing, retail boxes, blister or card packs, or private-label packaging. Ask for master carton quantity, carton dimensions and gross and net weight so that your freight forwarder can plan. See the packaging guide.
5. Private label
If you sell under your own brand, say so and list the brand name, logo, artwork, barcode type, languages and any country-of-origin or importer details that must appear on the pack. See the private-label guide.
6. Application
Say how the pins will be used, for example garments, textile production, retail, craft or industrial laundry.
7. Destination and Incoterm
Give the country and the destination port or city. Ask for the price on a clear Incoterms 2020 basis. For sea freight the common options are FOB and CIF. If you are unsure, ask for both an FOB and a CIF quotation. Examples of destination ports buyers use include Los Angeles, New York, Felixstowe, Rotterdam, Jebel Ali, Durban, Sydney and Vancouver.
8. Samples
Ask whether samples are available, how long they take, who pays for them and who pays for courier. See the sample checklist.
9. Quality control
Ask which checks are done on wire, dimensions, point sharpness, spring action, locking mechanism and finish, and whether inspection records are available. See quality control and testing.
10. Lead time and export documents
Ask for production or dispatch time after purchase order confirmation, separate from shipping time. Ask which export documents will be supplied, such as the commercial invoice, packing list, transport document and certificate of origin. See export documents.
Copy-and-paste RFQ template
Subject: RFQ for safety pins, your destination country
Hello, we would like a quotation for the following safety pins.
Product and size: the size designation and length in millimetres
Material and finish: steel or brass, and the finish you need
Wire thickness: if required
Quantity: the number, and the unit (pieces, boxes, gross or cartons)
Pieces per box: the number you expect
Packaging: bulk, retail box, blister or private label
Barcode and artwork: required or not, and the barcode type
Application: garment, retail, industrial or other
Destination country and port
Preferred Incoterm: FOB, CIF or other
Please quote: unit price and price per box, MOQ, pieces per box, master carton quantity and dimensions, gross and net weight, production lead time, sample availability, payment terms, export documents, and packaging cost for private label if applicable. Please also send your catalogue and specification sheets. Regards, your name, company, country, email and phone or WhatsApp.
Example: RFQ from a UK or EU distributor
We are a distributor of haberdashery products in the UK. We would like to buy steel safety pins in sizes 1, 2 and 3, nickel-plated, in retail boxes with our own barcode. Please quote FOB Kolkata and CIF Felixstowe, with MOQ per size, pieces per box, lead time, sample terms and payment terms.
Example: RFQ from a U.S. importer
We are a U.S. importer supplying garment factories. We would like to buy bulk-packed steel safety pins, one size, in master cartons for delivery to Los Angeles. Please quote FOB and CIF, MOQ in pieces and boxes, carton dimensions and weights, lead time and payment terms, and send samples to our address.
RFQ mistakes to avoid
Asking only for "the price" without size, material and quantity
Mixing units, such as comparing boxes with gross
Comparing quotations with different Incoterms
Leaving out the packaging, so artwork and barcode work arrives late
Not asking about lead time or when it starts
Skipping samples for a new supplier
Our guide to comparing export quotations explains how to review the replies.
Frequently asked questions
What does RFQ mean?
RFQ means request for quotation. It is a purchase enquiry that asks a supplier for price and commercial terms.
Do I need to fill in every field?
No. Send what you know and say what you need advice on. The more complete the RFQ, the more accurate the quotation.
Should I ask for FOB or CIF?
If you are comparing suppliers, ask for both. FOB shows the price at the port of loading. CIF includes freight and insurance to your port.
Can I send my RFQ in my own language?
English is the safest option for technical specifications. Include sizes in millimetres so that nothing is lost in translation.
Send your RFQ
Use the Suvik Overseas enquiry form and paste the template above. Browse the product range to pick a series before you enquire.