How to Request a Textile Quotation: RFQ Guide

Finding a textile supplier is only the beginning of the sourcing process.

To receive an accurate quotation, buyers need to provide suppliers with enough technical and commercial information to understand exactly what is required.

A request such as:

“Please send your best price for cotton fabric.”

is usually not enough.

The supplier may need to know the fabric construction, composition, GSM, width, quantity, color, finishing requirements, destination and delivery terms before it can calculate a meaningful price.

A well-prepared Request for Quotation (RFQ) helps buyers receive clearer, faster and more comparable offers.

What Is an RFQ in Textile Sourcing?

RFQ stands for Request for Quotation.

It is a structured request sent by a buyer to one or more suppliers asking them to provide pricing and commercial terms for a specific product.

In textile sourcing, an RFQ may be used for:

• Yarn
• Fabric
• Garments
• Home textiles
• Textile accessories
• Chemicals
• Textile machinery
• Stock lots
• Private-label production

The more precisely the buyer defines the requirement, the easier it becomes for suppliers to calculate the correct price.

An RFQ is therefore more than simply asking:

“How much does this cost?”

It is a way of defining the commercial and technical basis of the potential order.

1. Clearly Identify the Product

Start by stating exactly what you are looking for.

For example:

Weak request:

Need cotton fabric.

Better request:

We are looking for 100% cotton single jersey fabric for T-shirt production.

The second version immediately gives the supplier more useful information.

Different textile products require different technical specifications, so the RFQ should be adapted accordingly.

2. Provide the Fiber Composition

Composition can have a major effect on both performance and price.

Examples include:

• 100% cotton
• 100% polyester
• 95% cotton / 5% elastane
• 65% polyester / 35% cotton
• 50% viscose / 50% polyester
• Recycled polyester blends

If the exact composition is flexible, say so.

For example:

Preferred composition: 95% cotton / 5% elastane. Similar alternatives may also be considered.

This allows suppliers to suggest suitable options without assuming that the specification is fixed.

3. Specify the Fabric Construction

For fabric RFQs, identify the construction where possible.

Examples include:

• Single jersey
• Interlock
• Rib
• French terry
• Fleece
• Twill
• Poplin
• Satin
• Denim
• Canvas

A buyer looking for knitted fabric should not simply request “cotton fabric,” because different constructions may have very different prices and performance characteristics.

If you are still deciding which construction is suitable, our guide to Fabric Manufacturers in Turkey can help you understand the main sourcing categories.

4. Include the GSM

GSM means grams per square metre and is one of the most important fabric specifications.

For example:

100% cotton single jersey, 180 GSM.

A 140 GSM fabric and a 240 GSM fabric may both be single jersey, but their weight, use and price can be very different.

If a tolerance is acceptable, this can also be stated:

Target GSM: 180 ± 5%.

Later, we should also create a separate guide on Fabric GSM, because this is an important topic for textile buyers.

5. Specify the Width

Fabric width directly affects consumption and pricing.

Depending on the product, specify:

• Open width
• Tubular width
• Finished width
• Usable width

For example:

Finished usable width: minimum 180 cm.

A quotation without a clearly defined width may be difficult to compare with another supplier's offer.

6. State the Required Quantity

Quantity is essential because textile pricing is strongly affected by production volume.

For example:

Required quantity: 10,000 metres per color.

or:

Total order: approximately 20,000 kg.

For garments:

5,000 pieces per style, divided across five sizes.

If you are requesting a trial quantity first, say so clearly.

For example:

Initial trial order: 500 pieces. Estimated repeat orders: 3,000–5,000 pieces per style.

Suppliers may price trial and bulk orders differently.

If minimum order quantities are unclear, see our guide to MOQ in Textile Manufacturing.

7. Specify Colors and Number of Colorways

Color affects dyeing, MOQ, lead time and sometimes price.

State:

• Number of colors
• Approximate quantity per color
• Pantone references if available
• Whether lab dips are required

Example:

Total quantity: 12,000 metres
4 colors
3,000 metres per color
Pantone references will be supplied after initial quotation.

For printed fabrics, also specify:

• Number of print colors
• Repeat size
• Printing method
• Artwork availability

8. Explain Finishing Requirements

Fabric finishing may significantly change both product performance and cost.

Possible requirements include:

• Brushing
• Peach finish
• Mercerization
• Sanforization
• Anti-pilling
• Water repellency
• Anti-static finish
• Wrinkle resistance
• Bio-polishing
• Softener finish

If a particular performance is required, specify the performance target rather than only the name of the finish.

For example:

Shrinkage after washing should not exceed 5%.

This is often clearer than simply requesting “pre-shrunk fabric.”

9. Include Testing and Certification Requirements

If certifications or test standards are important, mention them in the RFQ.

Examples may include:

• OEKO-TEX STANDARD 100
• GOTS
• GRS
• RCS
• ISO-related quality requirements
• Restricted substances requirements
• Buyer-specific testing

Do not assume every supplier can automatically provide every certification.

Ask whether the offered material and production facility are actually covered by the required certification.

For significant orders, you should also independently verify supplier claims. See How to Verify a Textile Manufacturer Before Ordering.

10. Define the Intended Use

Suppliers can often quote more accurately when they understand the end use.

For example:

Fabric will be used for premium men's T-shirts.

or:

Fabric is intended for industrial workwear.

or:

Yarn will be used for circular knitting.

The intended application can affect:

• Yarn selection
• GSM
• Finish
• Strength
• Stretch
• Colorfastness
• Shrinkage
• Quality requirements

It may also allow the supplier to identify problems in the specification before production begins.

11. Give the Delivery Destination

A supplier cannot calculate a complete commercial offer without knowing where the goods are going.

Provide at least:

• Country
• City if relevant
• Port if known

For example:

Destination: Hamburg, Germany.

or:

CIF Port Khalid, Sharjah, UAE.

This is especially important when requesting freight-inclusive quotations.

12. Specify the Incoterm

Price comparisons are meaningless if suppliers are quoting under different delivery terms.

Common terms include:

• EXW
• FCA
• FOB
• CFR
• CIF
• DAP
• DDP

For example:

Please quote both EXW and FOB Istanbul.

or:

Please provide CIF Rotterdam pricing.

If one supplier quotes EXW and another quotes CIF, the lower number is not necessarily the cheaper offer because the responsibilities and transport costs are different.

13. Ask for Production Lead Time

Price is only one part of a quotation.

Ask:

What is your production lead time after order confirmation?

Also clarify when the lead time starts.

It may begin after:

• Deposit payment
• Lab dip approval
• Sample approval
• Fabric approval
• Artwork confirmation

This distinction matters.

For example, “30 days” may mean 30 days after sample approval rather than 30 days after the purchase order.

14. Ask About Sampling

Before bulk production, determine whether samples are available.

For fabric:

• Swatches
• Hangers
• Lab dips
• Sample yardage

For garments:

• Development sample
• Fit sample
• Size set
• Pre-production sample

Ask:

• Is the sample free?
• Is there a development charge?
• Is the sample cost refundable?
• How long does sampling take?
• Who pays courier costs?

Sample conditions can vary significantly between manufacturers.

15. State Your Packaging Requirements

Packaging can influence cost.

For garments, this may include:

• Individual polybags
• Hangtags
• Size stickers
• Barcode labels
• Cartons
• Custom packaging

For fabric:

• Roll length
• Roll packing
• Protective wrapping
• Palletization
• Roll labels

If you do not have special packaging requirements, ask the supplier to specify its standard export packaging.

16. Ask for Payment Terms

Payment terms should be clearly stated in the quotation.

Common examples include:

• Advance payment
• Deposit + balance
• Letter of credit
• Payment against documents
• Open-account terms for established relationships

A quotation might state:

30% deposit, 70% before shipment.

Do not compare quotations based only on unit price.

Payment terms affect cash flow and risk.

17. Ask About Quotation Validity

Textile prices can change because of:

• Raw-material prices
• Currency movements
• Energy costs
• Freight
• Seasonal capacity
• Dyeing or finishing costs

Therefore, ask:

How long is this quotation valid?

The supplier may state:

Offer valid for 15 days.

This prevents confusion if the buyer returns months later expecting the same price.

18. Ask the Supplier to Identify Any Assumptions

This is particularly useful for complex products.

For example:

Please clearly state any assumptions used in preparing the quotation.

If the supplier had to assume:

• Fabric width
• Packaging
• Color quantity
• GSM tolerance
• Shipping method

those assumptions should be visible.

Otherwise, two quotations may look comparable while actually being based on different specifications.

Example of a Textile Fabric RFQ

A professional RFQ does not need to be complicated.

For example:

Product: Single jersey knitted fabric
Composition: 95% cotton / 5% elastane
GSM: 180 GSM ±5%
Width: Minimum 180 cm usable width
Quantity: 10,000 kg
Colors: 5 colors, approximately 2,000 kg each
Use: Women's T-shirt production
Finish: Soft hand feel, anti-pilling preferred
Certification: OEKO-TEX STANDARD 100 required
Destination: Milan, Italy
Quotation: Please quote EXW and FOB
Sample: Please advise sample availability and cost
Lead time: Please specify
Payment terms: Please specify
Quotation validity: Please specify

This gives the supplier enough information to prepare a much more meaningful offer.

Example of a Garment RFQ

For apparel sourcing:

Product: Women's cargo trousers
Fabric: Cotton/elastane twill
GSM: 250–280 GSM
Sizes: XS–XXL
Quantity: 3,000 pieces
Colors: Black and navy
Branding: Woven label + care label
Packaging: Individual recycled polybag
Sample: Fit sample required before production
Destination: London, United Kingdom
Incoterm: FOB preferred
Certification: OEKO-TEX preferred
Lead time: Please specify
MOQ: Please confirm
Payment terms: Please specify

The important principle is that the information required depends on the product.

Do Not Ask Only for the “Best Price”

One of the most common sourcing mistakes is sending suppliers a message such as:

“Please give your best price.”

before defining the product.

There is no meaningful “best price” without a common specification.

Lower prices can result from differences in:

• Raw material
• GSM
• Construction
• Finishing
• Quality
• Packaging
• Delivery terms
• Quantity
• Payment terms

The objective of an RFQ is therefore not merely to obtain the lowest number.

It is to create a basis for comparable quotations.

Send the Same RFQ to Each Supplier

If you want to compare suppliers fairly, send substantially the same technical specification to each one.

Otherwise:

Supplier A may quote:

180 GSM, FOB

while Supplier B quotes:

160 GSM, EXW.

The prices cannot be directly compared.

A standardized RFQ makes later supplier comparison much easier.

Allow Suppliers to Ask Questions

A detailed RFQ should not prevent discussion.

Experienced manufacturers may identify technical issues that the buyer has overlooked.

For example, a supplier may say:

The requested fabric weight may not be suitable for the required stretch performance.

or:

The requested MOQ is below the economical dyeing batch size.

This does not necessarily mean the supplier is difficult to work with.

Good technical questions can actually indicate that the manufacturer is examining the requirement carefully.

How to Request Quotations on TurkishTextile.org

If you are looking for textile suppliers, you can browse textile companies on TurkishTextile.org and contact relevant manufacturers and suppliers.

You can also publish your requirement through Create a Buying Request.

Before posting, our guide on How to Write a Textile Buying Request can help you prepare the product description, quantity and technical details suppliers need.

A complete request makes it easier for relevant suppliers to understand the opportunity and respond with useful offers.

Final Checklist Before Sending an RFQ

Before sending your request, check whether you have included:

• Product
• Composition
• Construction
• GSM
• Width
• Quantity
• Colors
• Intended use
• Finishing requirements
• Certification requirements
• Sample requirements
• Packaging
• Destination
• Incoterm
• Lead time request
• Payment terms request
• Quotation validity

Not every textile order requires every item on this list.

But the central principle remains the same:

The more clearly the buyer defines the requirement, the more useful and comparable the supplier quotations become.