Product specification
Item type, dimensions or capacity, preferred material, product colors, and any performance requirements.
Free buyer resource
Promotional product RFQ template
Collect the details suppliers need, receive more comparable quotations, and reduce avoidable back-and-forth before sampling.
Free to use. No email or sign-up required.
Why use a structured RFQ?
Compare like with like, not three different interpretations
A vague request such as “quote 5,000 custom bags” can produce prices based on different fabrics, logo sizes, packaging, and delivery terms. This template puts the commercial and technical requirements in one brief so suppliers can quote the same scope.
RFQ checklist
Information to confirm before requesting prices
Order quantity
Total quantity plus useful price breaks, such as 1,000, 2,500, and 5,000 pieces.
Branding
Logo method, print positions, logo dimensions, number of colors, Pantone references, and artwork format.
Retail packaging
Individual packing, inserts, retail sleeves, barcodes, carton marks, and display requirements.
Quality and compliance
Sample approval process, intended market, product use, and documents or tests required for the destination.
Delivery terms
Destination, Incoterm, shipping preference, required arrival date, target budget, and payment expectations.
Included examples
Three common promotional sourcing briefs
The CSV includes editable examples that show the level of detail suppliers need. Replace every sample value before sending your RFQ.
Custom luggage
Carry-on spinner reward program
Includes shell material, cabin size, badge or print options, packaging, destination, and tiered quantities.
View luggage optionsHousehold promotion
Stackable plastic storage box
Includes capacity, PP material, in-mold label or sleeve, nesting, barcode, and document requirements.
View household promotionsSupermarket campaign
Foldable shopping trolley bag
Includes bag capacity, trolley frame, logo panel, retail tag, load testing, shipping, and arrival date.
View trolley bag detailsHow to use it
Turn the template into a clear supplier brief
- Download and rename the file.Use your project reference and product name so revisions are easy to track.
- Delete the sample rows.Keep the header row and enter one product specification per row.
- Add artwork and references.Send vector logo files, Pantone colors, packaging artwork, and product reference images separately.
- Request the same price tiers.Ask every supplier to quote the same quantity, packaging, Incoterm, and delivery requirement.
- Compare the complete offer.Review tooling, samples, testing, packaging, freight assumptions, payment terms, and lead time, not unit price alone.
Buyer questions
Promotional product RFQ FAQ
What is a promotional product RFQ?
A promotional product RFQ is a structured request for suppliers to quote the same product, quantity, branding, packaging, delivery, and compliance requirements. It makes supplier offers easier to compare.
Which information has the biggest effect on price?
Quantity, material, product size, branding method, packaging, destination, delivery date, and testing requirements usually have the biggest effect on the quoted price.
Should I include a target budget?
A realistic target budget helps suppliers recommend workable materials and branding methods. If the budget is confidential, request comparable prices at two or three quantity tiers instead.
Can I use this template for luggage and supermarket promotions?
Yes. The downloadable file includes example briefs for custom luggage, plastic storage boxes, and foldable shopping trolley bags. Replace the examples with your own project details.
Need sourcing support?
Send us the completed brief for product options and a tailored quote
We can review the specification, flag missing details, and help compare workable materials, branding, packaging, MOQ, and production timing.