An Alibaba RFQ should produce a quote for one specified product, quantity and delivery point. Send the same brief to each candidate, request itemized costs, and return incomplete replies with the exact fields that need filling.
Use a direct inquiry when you have found a suitable listing. Use a request for quotation (RFQ) when you have a defined requirement and want suppliers to respond. Alibaba.com explains that second route in its RFQ introduction.
How to contact suppliers on Alibaba
- Open the relevant product listing and supplier profile. Record the listing reference, selected variant and company name so the reply can be traced to the candidate you reviewed.
- Use the available inquiry or messaging option to send that supplier a direct request. Include the product reference and your actual trial quantity instead of starting with only “best price?”
- Paste the brief below, attach a numbered specification and ask the supplier to identify any substitutions. Retain the sent version with the conversation.
- Compare the response against the requested fields. If a call resolves a detail, write the agreed revision into the conversation and order record.
A direct inquiry addresses your selected supplier; a published RFQ invites responses to a defined buying request. Choose the route for your stage, then apply the same specification and comparison method. Alibaba’s buyer Trade Center introduction explains its inquiry and order workspace.
Alibaba inquiry template: a request for quotation
Put your real trial quantity in the main request. Show any larger quantity as a separate pricing option. Attach a numbered specification so revisions remain easy to track.
Subject: Quote request — [product], [trial quantity], specification [version]
Hello [contact name],
We are [a truthful short business description] in [country]. We are evaluating [product] for [intended use or sales channel]. Please quote the following scope:
- Product reference and specification: [reference, material, dimensions, version].
- Quantity: [actual trial quantity]; please show [optional quantity tier] separately.
- Customization: [required changes, or standard product].
- Packaging: [unit packaging and carton requirements, or options needed].
- Destination: [country and postal code]; please name the delivery point included.
- Timing: [desired receipt date and any flexibility].
Please separate product, customization, sample, packaging and transport charges. Confirm your minimum quantity for this specification, quotation currency and validity, sample lead time, production lead time, and any exclusions.
These items are still undecided: [open questions]. Please identify assumptions in your quotation. We will review the reply and discuss a sample before making a production commitment.
Thank you,
[name and business]
Choose the right request for your stage
| Your situation | Useful starting route | What to ask for |
|---|---|---|
| You found a promising listing | Direct inquiry | Confirm the exact variant and supplier capability |
| You have a defined specification | RFQ or consistent direct inquiries | Quotes for the same version, quantity and scope |
| You only have a rough idea | Exploratory supplier conversation | Feasible options and information needed next |
| You need a design developed | Capability discussion before a firm quote | Development tasks, deliverables and sample stages |
If you are still choosing material or construction, request options and a budget quote. For a custom design, establish who will prepare the design and sample before requesting a firm production price.
Sample letter to an Alibaba supplier: 120 cotton organizers
Example. This brief separates a standard product from an optional logo. It also distinguishes fabric weight in g/m² from the packed weight needed for transport.
Subject: 120 cotton fabric organizers — quote specification A
Hello, we are preparing a first order for a small homeware business in the United States. We need 120 organizers in one natural color, finished size 30 × 20 × 15 cm, cotton outer fabric and individual paper sleeves. Please identify your standard material construction and its fabric weight in g/m². This is separate from the packed shipping weight.
Please quote your standard version and a version with our one-color logo separately. List the unit price, logo setup, sleeves, cartons and delivery to [our business address/postal code]. State any differences from specification A, the minimum per color, sample cost, sample dispatch estimate, production lead time, currency and quotation validity.
Our material selection and delivery date remain open. Please describe available options rather than silently substituting them. Please keep the trial quantity separate from any repeat-order price tiers.
For another product, replace the technical fields rather than just the product name. A ceramic mug brief should specify capacity, dimensions, handle shape, glaze and retail packaging. Ask whether the price is per mug or per boxed set. For a desk lamp, identify the model, power supply, plug, controls and intended sales market. Send the same version of those requirements to every candidate.
Compare the replies: the missing US$36
| Field | Supplier A reply | Supplier B reply |
|---|---|---|
| Product and quantity | 120 units, specification A | 120 units, specification A |
| Unit price | US$4.50 | US$5.00 |
| Goods subtotal | US$540 | US$600 |
| Logo setup | US$60 | Included |
| Paper sleeves and cartons | Not stated | Included |
| Known production subtotal | US$600 plus unquoted packaging | US$600, listed packaging included |
| Sample and freight | Separate; request itemized quote | Separate; request itemized quote |
| Next action | Price the same packaging before comparing | Confirm no unlisted setup charges |
Supplier A quotes US$540 for the goods plus US$60 setup. Supplier B quotes US$600 with setup and packaging included. Both show a known subtotal of US$600, but A still needs to price the sleeves and cartons.
Send this follow-up: “Please quote the same individual paper sleeves and outer cartons included in specification A.” If A adds US$36, its production subtotal becomes US$636 versus B’s US$600. Compare the offers after that correction, then add samples, freight and destination costs in separate fields.
A complete first reply is useful because it makes the offer easier to evaluate. Check that its answers match your dimensions, materials and delivery scope, rather than just counting filled fields. A supplier that identifies a real ambiguity and resolves it may be a better fit than one that agrees to everything immediately. We would pay a modest premium for demonstrated product fit and dependable follow-through when those benefits justify it in the order budget.
Keep transport in a separate comparison until each offer names the same delivery point. The shipping quotation request lists the packing measurements and cost lines needed to close that gap.
Turn each reply into a decision
Record supplier, brief version, quote date, currency, validity, excluded costs and next action in one row. Keep a proposed substitute as a separate option. When you accept a specification change, send the revised brief to all candidates before comparing their prices again.
Use three decisions: ready for a sample when the specification and quote are clear; clarification needed when a cost or feature is missing; close the inquiry when an essential requirement remains unsupported. Check supplier identity and capability before paying for development.
If the quantity is the obstacle, use the MOQ negotiation branches to identify what creates the minimum. Once the offer fits, send a sample request with approval criteria. Save agreed changes in the order record after any phone or video conversation.
Frequently asked questions
What if a supplier does not reply?
Check that your message identifies a recognizable product, actual quantity and specific decision. Send one concise follow-up with the brief version and a response date that fits your project. If it produces no useful answer, move to another candidate.
Should I include a target price?
Include a target when it comes from your buying budget, and state the delivery scope it covers. Otherwise, request an itemized budget quote. Ask suppliers to show specification changes separately so a cheaper material never disappears inside a lower number.
Method. The templates and reply comparison are original SourceNook tools. Examples and diagrams are constructed teaching material, rather than supplier quotations or completed purchases. Reviewed September 16, 2026.
