Sourcing guide · Templates

4 RFQ email templates for sourcing from China

A good RFQ email template does one job: make you look like a buyer worth answering. These four cover the full arc — first inquiry, MOQ negotiation, order confirmation, and chasing production — each in English and Chinese, each with a one-click copy button. Everything runs in your browser; nothing is uploaded anywhere.

How to use these

Replace every [bracket] with your details — never send brackets.
Attach a product photo to template 1 — suppliers answer visual inquiries far faster.
One product per email. Bundling five products into one RFQ buries your real question.
Send on weekday mornings, Guangzhou time — check Guangzhou market hours before you hit send.

First inquiry to a new supplier

💡 Leads with who you are and a concrete quantity — suppliers prioritize inquiries that look like real orders, not price fishing.

English version

Subject: Inquiry: [Product Name] — MOQ, Pricing & Lead Time

Dear Sir/Madam,

My name is [Your Name], a buyer from [Country] running [business type, e.g. an online boutique].

I found your company through [source] and I'm interested in the following product:

- Product: [product name / link / photo attached]
- Specs: [material, sizes, colors]
- Estimated quantity: [e.g. 300 pcs for first order]

Could you please quote:
1. Your MOQ per style/color
2. Unit price at MOQ and at 2x quantity
3. Sample cost and sample lead time
4. Production lead time for the estimated quantity

I plan to place the first order within [timeframe]. Looking forward to your reply.

Best regards,
[Your Name]
[Company] | [WhatsApp/WeChat] | [Email]

中文版

主题：询价：[产品名称]——起订量、价格与交期

您好，

我是来自[国家]的采购商[姓名]，经营[业务类型，如线上精品店]。

通过[渠道]了解到贵公司，对以下产品感兴趣：

- 产品：[产品名称 / 链接 / 附图]
- 规格：[材质、尺码、颜色]
- 预估数量：[如首单 300 件]

烦请报价：
1. 每款 / 每色的起订量（MOQ）
2. 起订量单价及双倍数量时的单价
3. 样品费及打样时间
4. 预估数量的生产交期

我计划在[时间]内下首单，期待回复。

顺颂商祺，
[姓名]
[公司] | [WhatsApp/微信] | [邮箱]

MOQ & mixed-batch follow-up

💡 Asks the two questions that actually move the deal — mixed-batch flexibility and the 2x price break — instead of haggling the sticker price.

English version

Subject: Re: [Product Name] — MOQ & Mixed-Batch Question

Hi [Name],

Thanks for your quotation. Before I confirm, two quick questions:

1. What is your MOQ per style — and can I mix colors/sizes within one MOQ?
2. If I order [2x quantity], what would the unit price be?

I'm comparing a few suppliers this week and will decide by [date]. A fast reply would be appreciated.

Best,
[Your Name]

中文版

主题：回复：[产品名称]——关于起订量与混批的问题

[姓名]您好，

感谢报价。确认之前想请教两个问题：

1. 每款起订量是多少？一款之内可否混色混码？
2. 如果订购[双倍数量]，单价是多少？

我本周内会比较几家供应商、于[日期]前决定，盼速回复。

祝好，
[姓名]

Order confirmation

💡 Puts every agreed term in one written message — this single email prevents most “I thought you meant…” disputes.

English version

Subject: Order Confirmation — PO #[Number]

Hi [Name],

Confirming our order as discussed:

- PO number: [number]
- Product & specs: [as per approved sample dated X]
- Quantity: [qty] pcs ([breakdown])
- Unit price: [price], total: [total]
- Deposit: 30% ([amount]) by [date]; balance after QC approval
- Delivery: [date], [Incoterm, e.g. FOB Guangzhou]
- Packing: [requirements]

Please confirm by reply, and share production photos once underway.

Best regards,
[Your Name]

中文版

主题：订单确认——PO#[编号]

[姓名]您好，

确认订单如下：

- 订单号：[编号]
- 产品与规格：[以 X 月 X 日确认样为准]
- 数量：[数量]件（[明细]）
- 单价：[单价]，总金额：[总金额]
- 定金 30%（[金额]）于[日期]前支付；尾款验货合格后付
- 交期：[日期]，[贸易术语，如广州 FOB]
- 包装：[要求]

请回复确认，生产开始后请分享生产照片。

顺颂商祺，
[姓名]

Chasing production & delivery

💡 Firm but friendly — asks for photos (evidence, not promises) and makes early warning the easy option.

English version

Subject: Follow-up: PO #[Number] Production Status

Hi [Name],

Hope you're well. Checking in on PO #[number], due [date]:

- Is production on schedule?
- Could you share a few current production photos?
- Please confirm the shipping plan once goods are ready.

If anything is delayed, please tell me early — early warning lets me adjust, surprises don't.

Thanks,
[Your Name]

中文版

主题：跟进：PO#[编号]生产进度

[姓名]您好，

跟进一下 PO#[编号]（交期[日期]）：

- 生产是否按计划进行？
- 能否分享几张当前生产照片？
- 货物备好后请确认出货安排。

如有延期请尽早告知——提前预警我可以调整，意外不行。

谢谢，
[姓名]

Frequently asked questions

Should I write to suppliers in English or Chinese?+

English is fine — export-facing suppliers read English daily. Use the Chinese versions for stalls with weak English, or to signal seriousness. For WeChat chats, built-in translation handles the rest. What matters far more than language is specificity: concrete quantities and specs get answers; vague "best price?" messages get ignored.

How soon should I follow up if there is no reply?+

Send one polite nudge after 2–3 business days — suppliers juggle dozens of inquiries. A single follow-up roughly doubles response rates. After three unanswered nudges across two weeks, move on; silence is an answer about their reliability.

Want these tailored to your product?

Tell us what you’re sourcing — we’ll customize the inquiry and follow-up emails for your category, quantity, and target markets, ready to send.

Request tailored RFQs →

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