What to prepare before you ask a factory for a quote

Many founders contact factories with a photo, a rough idea and one question: how much? The factory replies with a number. That number is almost always wrong, because the factory had to guess what you want.

A quote is only as good as the request behind it. The better you prepare, the more reliable and comparable your prices will be, and the fewer surprises you will face once you have paid a deposit.

This is what we prepare before we ask a factory for a quote.

A clear product specification

Describe the product in a way that a stranger could quote from. That usually means:

• Drawings or a technical file with dimensions and tolerances. A sketch with measurements is better than a photo. A proper technical drawing is better again.
• Materials, as specific as you can make them. “Plastic” is not a material. “ABS, matte finish, black” is much closer. For paper products, give the board type, weight and finish.
• Colours and finishes, with Pantone references wherever colour matters.
• Print and decoration, including the method (for example offset, screen print or foil), the number of colours and where the print goes.
• Reference products, if you have them. A physical reference removes a lot of ambiguity.

If some choices are not made yet, say so. Ask the factory to quote on two or three clear options rather than leaving it open. Their answer also tells you which choices drive the cost.

Quantities and timing

Price depends heavily on volume. Ask for quotes at several quantities, for example your first order and a realistic repeat order. This shows you how the unit price moves and where the minimum order quantity sits.

Give the factory a sense of timing too. When do you need samples? When do the goods need to be ready to ship? A factory that cannot meet your timeline should tell you now, not after you have paid a deposit.

Packaging, from retail box to master carton

Packaging is often missing from early requests, and it is often where quotes change most later. Specify:

• the retail packaging, if any, with size, material, print and inserts
• how units are packed together, for example polybags, inner boxes and units per carton
• master carton requirements and markings
• labels, barcodes and any documents that go in the box

Packaging also affects freight. The carton size and weight decide how many units fit in a shipment, and so your cost per unit once the goods arrive.

Where you will sell, and what that requires

Tell the factory which markets the product is for. Requirements differ by product type and by country, and they affect materials, labels and testing. Toys sold in the EU, for example, are expected to meet the EN 71 standards. Products that touch food, contain electronics or are made for children usually come with extra rules.

You do not need every answer before you ask for a quote, but you should know the big ones. Confirm the requirements with an accredited testing laboratory or a compliance specialist. Then ask each factory to state in its quote whether its materials and process can meet them, and who pays for testing.

Shipping terms

A unit price means little until you know what it includes. Ask every factory to quote on the same shipping terms. Two common ones are EXW, where you collect the goods from the factory, and FOB, where the factory delivers the goods on board the ship at a named port. Pick one and use it for every supplier.

If you already work with a freight forwarder, involve them early. They can estimate freight from the carton details and tell you which port makes sense.

What the quote should show

Ask for a price breakdown, not a single number. A useful quote separates:

• the unit price at each quantity
• tooling or mould costs, and who owns the tooling
• sample costs, and whether they are refunded when you order
• packaging costs, if they are separate
• testing costs, if the factory arranges testing
• lead times for samples and for production
• payment terms
• how long the quote is valid

A breakdown makes quotes comparable. It also shows you where there is room to negotiate. A factory that will not break down its price is telling you something too.

Send every factory the same request

Put all of this into one request document and send the same version to every supplier. When the quotes come back, put them side by side in one table.

Differences that look like price differences often turn out to be scope differences. One factory included packaging. Another quoted a cheaper material. A third left out the tooling. You only see this when every quote answers the same questions.

Why the early work pays off

At Mindfulness.com, I led the development of physical products such as affirmation card decks, journals and gift products, from the first concept through design, sourcing, manufacturing, packaging, fulfilment and launch. Work like that makes one thing very clear. The decisions you postpone at the quote stage come back later, when they are slower and more expensive to change.

A good request also tells a factory that you know what you are doing. Serious suppliers respond well to serious buyers, and the conversation moves faster.

How we help

We help companies turn an idea into a specification a factory can quote on, write one request for every supplier and compare the answers line by line. Because we are based in Guangdong, we can also meet suppliers, look at the products they already make and check that what they quote is what they can actually produce.

If you are about to go out for quotes, book a consultation and we can review your request together.