How to request a product sourcing quotation.
Start with the product, estimated quantity and destination. Add the specifications that affect function, appearance, packaging and approval. Factory Sourcing Hub reviews the brief as an independent sourcing and trading contact, with samples and commercial terms agreed for the selected project.
Send your sourcing brief ↗What should my first enquiry include?
You do not need a finished technical file to start. A clear description or reference image is useful. Mark which requirements are fixed and which alternatives you are willing to compare.
- Product and use: guide or option reference, intended application, users and selling channel.
- Quantity: units by model, colour, size or pack. Say whether variations can share an order or must be quoted separately.
- Specification: material, dimensions, construction, performance and required components.
- Branding and presentation: original artwork, decoration, retail pack, labels, barcodes and carton requirements.
- Approval and delivery: sample type, requested evidence, destination, target date and preferred delivery basis.
Example brief: “I am sourcing a private-label notebook range for retail. Please compare suitable paper and binding options. I need a quotation by size and colour, a decorated sample, barcode labels and carton details. My estimated quantities, destination and required date are attached.” Replace this outline with your actual requirements; it is not a product offer.
Which details matter for different product categories?
Use the actual product task to choose the specification. These examples link to published guides with reference options and item-specific questions.
| Buying direction | Details to send | What to compare |
|---|---|---|
| Pens and creative markers | Ink, nib or point, mechanism, colours, refill needs, paper or surface and pack. | Writing or application samples, refill compatibility, colour schedule and decoration. |
| Notebooks and paper filing | Trim size, paper weight, sheets or pages, ruling, binding, cover and document format. | Paper and writing behaviour, binding construction, page fit and the exact count basis. |
| Thermal and adhesive label media | Face material, grammage or thickness, adhesive, liner, label geometry, roll/core and printer. | Print readability, feeding, adhesion, release and the intended surface or exposure. |
| Blinds and bamboo home products | Material, finished dimensions, finish, control or mounting method and packing. | Selected construction, fit, operating requirements and an approved physical sample. |
| Electrical and energy products | Exact model or system, input/output, dimensions, interfaces, installation and destination. | Datasheet, component compatibility, applicable files, instructions and transport requirements. |
For a mixed assortment, keep one line per product and variation. A shared shipment does not automatically mean a shared minimum order, production schedule or specification.
How can I compare quotations fairly?
Use the same product specification and packing basis for each proposal. Record which materials, components, artwork, tooling, labels and inspection services are included. Ask for the currency, quantity basis, quotation validity and delivery terms.
Separate retail-unit packing from transport packing. A carton quantity is not a minimum order quantity. For paper goods, distinguish sheets from pages; for filing, distinguish pockets from sheet capacity. Where a value is not confirmed, keep it as an open question rather than copying a specification from a similar-looking model.
Confirm the responsible contracting party and which costs or services are included in the sourcing arrangement. Approve substitutions explicitly so the final order and sample refer to the same construction.
What should be approved before a bulk order?
- Reference and specification: identify the selected product and the version of the drawing, material list or technical file.
- Sample scope: distinguish an existing reference sample, a custom decorated sample and development work. Agree fees, shipping and what the sample demonstrates.
- Appearance and function: approve colour, dimensions, component fit, operation and any product-specific performance checks.
- Artwork and packing: approve the files, reproduction rights, language, labels, counts and carton marks.
- Evidence and commercial plan: confirm relevant product files, inspection criteria, payment, production and delivery milestones, and remedies for non-conforming goods.
A concept or 3D-printed prototype can help review shape; it does not replace a finished-material, functional or compliance sample. The approval basis should fit the actual stage of development.
Which quality documents should I request?
State the intended users, market and product use before selecting documents. A material declaration, finished-product test, inspection report and battery transport file answer different questions. Ask which document supports the specific requirement and verify the named item, scope, issuer and validity.
Inspection stages can include incoming materials, production, final goods or loading, as agreed for the order. Define the sampling basis, measurements, acceptance criteria and records. A proposed inspection plan does not establish that the actual batch has passed.
What happens after I submit the enquiry?
The form submits directly to the website and displays an enquiry reference. The enquiry is forwarded to kunhuow@gmail.com; the server retains a private copy. Use the reference when emailing attachments. Keep your reply email accurate so the requirement can be clarified.
The project discussion establishes the sourcing scope and identifies suitable options, sample questions and the information needed for a quotation. Availability, minimums, fees and timelines are confirmed for the chosen item and current supply route.
Browse the product guides or send your requirements. Read about our independent sourcing role and the enquiry data-use notice.
Buying guidance reviewed 31 October 2026.