What Is an Outdoor Furniture RFQ Package and Why It Matters
A request for quotation (RFQ) package is the set of documents and specifications you send a factory so it can price your order accurately. A complete package usually contains 9 sections covering products, quantities, drawings, materials, finishes, packaging, and delivery terms. A factory that receives a complete RFQ can return a written, bill-of-materials quote within 2 business days, while an incomplete one typically triggers 3-5 rounds of clarifying questions and can add 1-2 weeks before you see any price at all. This guide shows exactly what to put in each section, with the MOQ and sample figures you need to plan around, so your quotes come back comparable between suppliers instead of apples-to-oranges.
The 9 Sections of a Complete Furniture RFQ
Nine sections turn a vague inquiry into a priceable RFQ: 1) product and SKU, 2) quantity per SKU, 3) dimensions and drawings, 4) frame material, 5) finish and color, 6) fabric and foam, 7) packaging, 8) incoterm and destination, and 9) target timeline. Each section changes the price. For example, frame alloy and fabric brand alone can move a quote by 40-70%, and specifying FOB versus DDP can shift your total cost by 15-30%. The table below shows what goes in each section and why factories ask for it, so you can build your RFQ once and reuse it with every supplier.
| Section | What to write | Why it changes the quote |
|---|---|---|
| 1. Product & SKU | Item name, model number, reference photo | Prices the exact style, not a guess |
| 2. Quantity per SKU | Units per item, total order volume | Volume drives MOQ eligibility and unit price |
| 3. Dimensions & drawings | 2D sketch, 3D file, or dimension notes | Custom sizing needs engineering review |
| 4. Frame material | Aluminum grade, steel, PE rattan base | Alloy and wall thickness dominate cost |
| 5. Finish & color | Powder coat RAL number or custom color | Custom colors carry minimums and lead time |
| 6. Fabric & foam | Fabric brand/grade, foam density (kg/m3) | Biggest cushion cost drivers |
| 7. Packaging | Export cartons, pallets, protective wrap | Affects freight volume and damage rates |
| 8. Incoterm & destination | FOB / CIF / DDP, destination port or country | Moves 15-30% of total cost between parties |
| 9. Timeline | Production finish date, arrival date | Determines rush fees and booking windows |
If you are quoting for a full project rather than one container, pair this RFQ structure with our hotel procurement checklist, which adds layout, zoning, and guest-flow requirements that the RFQ alone does not capture.
Step-by-Step: Build an RFQ That Gets an Accurate Quote
Building the RFQ takes about 2 hours the first time and 30 minutes after that, because the same package works for every supplier. The six steps below follow the order factories actually read: start with the product list, then add dimensions, materials, fabrics, delivery terms, and finally the timeline. Using representative figures (300 units across 6 SKUs, custom RAL 7016 powder coat, solution-dyed acrylic fabric, and FOB Shenzhen), this package gets a written bill-of-materials quote within 2 business days from a direct factory. Each step is explained in the numbered list below.
- List your products and SKUs with reference photos. Write every item as a separate line (sofa, dining table, chair, lounger) and attach a photo or link for each so the factory prices the exact style instead of guessing. State the quantity per SKU at the same time, because pricing is volume-dependent.
- Give dimensions and drawings for custom pieces. Standard catalog items already have known dimensions, so skip this for those. For custom sizes, provide dimensioned sketches, 3D files, or clear notes on height, width, depth, seat height, and arm height. An incomplete custom spec adds 1-2 weeks to the sample cycle.
- Specify frame material, finish, and color. State the frame material (aluminum, steel, or PE rattan over aluminum) and the finish: powder coat color or RAL number, or custom color matching. A written specification prevents the factory from quoting a downgraded frame alloy or cheaper finish that looks identical in photos.
- Specify fabric, foam, and cushion requirements. Name the fabric grade or brand you expect (for example solution-dyed acrylic or a specific brand), the foam density in kg/m3, and whether cushions must be quick-dry or waterproof. Fabric brand and foam density are two of the biggest price drivers in a furniture quote.
- Confirm packaging, incoterm, and destination. State export carton packaging as your default, choose your incoterm (FOB, CIF, or DDP) and name the destination port or country. This lets the factory quote freight-inclusive options accurately and include the right export packaging standard.
- Set your target timeline and send the RFQ. State when production must finish and when the goods must arrive. With a complete RFQ, a direct factory replies within 2 business days, samples ship in 15-20 working days, and production runs 45-55 days for container quantities.
For the drawing side of step 2, our technical drawings guide shows exactly what file formats and dimension notes factories need, and the complete OEM process guide covers what happens after the quote is accepted.
MOQ, Samples, and Lead Time: The Numbers to Plan Around
Most Chinese factories set minimum order quantities of 20-50 units per SKU for aluminum-frame products and 30-80 units for custom PE rattan designs that require new tooling, so plan your RFQ around those bands. A sample of an existing design is typically built in 15-20 working days, while a completely new custom design takes 25-35 working days, and production runs 45-55 days for container quantities once the sample is approved. These three numbers (MOQ, sample time, and production lead time) decide whether your project timeline is realistic, so write them into your RFQ as targets rather than leaving them open.
| Item | Typical figure | Planning note |
|---|---|---|
| MOQ, aluminum-frame products | 20-50 units per SKU | Lower for standard catalog designs |
| MOQ, custom PE rattan | 30-80 units per SKU | New tooling drives the higher band |
| Sample, existing design | 15-20 working days | Plus 3-7 days express shipping |
| Sample, new custom design | 25-35 working days | Incomplete specs add 1-2 weeks |
| Production lead time | 45-55 days | Container quantities, after sample approval |
| Quote turnaround | 2 business days | With a complete RFQ package |
For a deeper look at how quantity bands translate into price, see our real 2026 FOB price ranges from China, and for negotiation tactics around these MOQ figures, read the MOQ negotiation guide.
5 RFQ Mistakes That Add Weeks to Your Lead Time
Five recurring mistakes turn a 2-day RFQ into a 3-week one, and they are easy to avoid once you know them: sending text-only inquiries, mixing SKUs without quantities, skipping finish and fabric specs, leaving the incoterm unstated, and setting an unrealistic deadline. Each one forces the factory to ask clarifying questions, typically 3-5 rounds that add 1-2 weeks before a quote exists, and the same delay repeats at the sample stage. The list below names each mistake, what it costs you, and the one-line fix to put in your next RFQ.
- Text-only inquiry. "Need outdoor sofas" without photos or models forces guessing and re-quoting; attach a photo or catalog link per SKU and the quote arrives in 2 business days.
- No quantity per SKU. A total number like "500 pieces" is not priceable; factories need the split per item because volume bands and MOQ rules differ by SKU.
- Missing finish and fabric specs. Without powder coat color and fabric brand, the factory quotes a default spec that may not match your project and will need re-quoting.
- Unstated incoterm. Comparing an FOB quote with a DDP quote is meaningless; state FOB, CIF, or DDP once and all suppliers quote the same basis.
- Unrealistic deadline. Requesting production in 20 days when the standard is 45-55 days invites either rejection or a rushed, quality-compromised order; state the real date and ask what is possible.
The same verification discipline applies after you pick a supplier. Our factory verification guide covers the checks that separate a real manufacturer from a middleman quoting the same products.
What Happens After You Send an RFQ to a Factory
After a complete RFQ lands, a direct factory runs a defined sequence: the sales engineer reviews the spec within 1 business day, the quotation team prices it from the bill of materials, and you receive a written quote within 2 business days that itemizes frame, finish, fabric, foam, packaging, and MOQ. If the product is custom, the next step is a sample built in 15-20 working days for an existing design, followed by your approval and a production slot of 45-55 days. At SOLAIREVA we also send carton dimensions and weights with every quote so you or your forwarder can price freight immediately. The quote is the start of the shipping plan, not the end of the process.
Our factory page shows the production lines and QC stages behind those timelines, and our OEM/ODM page explains how the RFQ process changes when you bring your own design instead of picking from a catalog.
Frequently asked questions about outdoor furniture RFQs
These five questions cover the buying decisions that decide whether your RFQ gets fast, accurate quotes: MOQ bands, sample timelines, drawings, incoterms, and budget ranges. A complete RFQ gets a written quote within 2 business days, samples ship in 15-20 working days, and production runs 45-55 days. Each answer below is self-contained so you can use them directly when drafting your own RFQ package or comparing supplier replies. Use the MOQ bands and price ranges as your baseline, and ask any factory that quotes far outside them to explain the specification difference before you negotiate.
What is a good MOQ for outdoor furniture from China?
Most Chinese factories set minimum order quantities of 20-50 units per SKU for aluminum-frame products and 30-80 units for custom PE rattan designs that require new tooling. A practical first order is one mixed container combining 4-8 SKUs, which lets you test several products while filling the container. Ordering 1 full 40HQ container (roughly 150-400 pieces) typically earns 10-15% better per-unit pricing than several small orders.
How long does it take to get an outdoor furniture sample?
A sample of an existing SOLAIREVA design is typically built in 15-20 working days by our 3-person R&D team in a 300 m2 sample room. A completely new custom design with new tooling takes longer, usually 25-35 working days, and an incomplete specification package adds 1-2 weeks to the sample cycle. Shipping the sample by express courier adds 3-7 days depending on destination.
Should I send drawings and photos in my RFQ?
Yes. Reference photos, dimensioned sketches, or 3D files are the fastest way to get an accurate quote, because they remove guesswork about style and construction. A complete RFQ with drawings usually gets a written quote within 2 business days, while a text-only inquiry triggers 3-5 rounds of clarifying questions. You do not need professional CAD files; clear photos with dimensions and material notes are enough to start.
What is the difference between FOB and DDP in an RFQ?
FOB (Free On Board) means the factory price covers production, export cartons, inland trucking to the export port, and export customs clearance, while the buyer pays ocean freight, insurance, import duties, and inland delivery. DDP (Delivered Duty Paid) means the supplier pays everything up to your door, usually adding 15-30% over FOB for management and risk margin. Specify one incoterm in your RFQ so all suppliers quote the same basis.
How much does commercial outdoor furniture cost from China?
Commercial-grade outdoor furniture from Chinese factories typically costs USD 18-45 per stackable aluminum dining chair, USD 85-220 per dining table, USD 280-620 per 4-piece dining set, and USD 380-850 per 3-seat PE rattan sofa set on FOB terms. These ranges assume container-quantity orders of 20-200 units per SKU; sample pieces and LCL quantities cost 15-40% more per unit. Quotes outside these bands usually reflect a different specification.
Send SOLAIREVA Your RFQ Package
SOLAIREVA is a direct factory in Shunde that has manufactured commercial outdoor furniture since 2004 and ships 200-plus containers a year to hotels, resorts, restaurants, and villa projects. We reply to complete RFQs within 2 business days with a written bill-of-materials quote at FOB Shenzhen, a 20-50 unit per-SKU MOQ, a 45-55 day lead time, and carton dimensions and weights for your forwarder. Send us your product list, quantities, drawings if you have them, and destination port, and we will come back with a specification-based quote you can compare directly against any other supplier.
Next steps: Submit your RFQ online and attach your photos or drawings, or email our project team directly with your spec. If you are early in the process, start with our step-by-step guide to buying from China before you commit to a supplier shortlist.