PROCUREMENT GUIDE · PREPARE YOUR INQUIRY
How to Write a Ceiling Fan OEM RFQ
A useful ceiling fan RFQ defines the product, destination, quantities and customisation scope before asking for a price. This guide helps importers, wholesalers and brands turn a model shortlist into a quotation request that factories can answer consistently. Start with the example, record open items and send the same brief to each supplier.
IN THIS GUIDE
Ceiling fan RFQ preparation sheet ↓Choose the project scope before choosing the form
Begin with the buying decision you need to make. An existing catalogue model with a logo and branded carton needs a different review from a new blade shape, revised mounting arrangement or new control system. Name the reference model, then list each requested change. A photo explains appearance; it does not define the internal configuration.
Separate requirements into essential, preferred and undecided. For example, the destination electrical rating may be essential, a particular finish may be preferred, and the packaging artwork may still be undecided. Ask the factory to identify the effect of each open item on the quotation. This lets you compare a defined base product while assessing optional changes separately.
- Existing model: identify the exact catalogue model and configuration to retain.
- Modified model: attach a change list covering appearance, functions, components and packaging.
- New design: provide drawings or references, intended use and the milestones you need evaluated.
Worked example: start with a traceable catalogue model
The table below uses E1045 as a catalogue reference, not as a confirmed quotation or an approved production specification. It shows how to distinguish a known starting configuration from requirements that still need agreement. Check the linked product page when reviewing the catalogue configuration.
Attach a dated version of your brief. If you later change the lighting or control requirement, issue a revised brief and ask the supplier to identify the corresponding quotation revision. An old screenshot should not silently become the specification for the new request.
| RFQ field | Example entry | What to confirm |
|---|---|---|
| Reference | E1045 · 2025 catalogue, page 36 | Confirm the quoted version and list every deviation. |
| Diameter and blades | 52″ / 1320 mm · ABS × 3 pcs | State any requested diameter, material or finish change. |
| Motor, light and control | DC motor · LED 16 W · Remote control | Confirm voltage, frequency, functions and component references. |
| Destination and quantity | Buyer to specify country and quantity by variant | Separate model, colour and packaging quantities. |
| Branding and packaging | Buyer to attach logo files and packing requirements | Request artwork, setup and packaging charges separately. |
Ask every factory to return the same information
A comparable response contains more than a unit price. Ask the supplier to state the model and specification revision quoted, included accessories, exclusions, currency, delivery term and named location. Request quantity breaks that match your actual purchasing plan; do not copy arbitrary order volumes from someone else's template.
Ask for MOQ by model or variant where relevant, sample and development charges, quote validity, and the starting conditions for the proposed schedule. A production duration counted after sample approval is different from a total project duration that includes development. Record the milestone rather than comparing two unexplained day counts.
For an undecided item, require a clear assumption or an optional price. A blank response can hide a different interpretation. Keep the supplier's assumptions next to the line they affect and resolve them before selecting a quotation.
Reference: Combinate — RFQ checklist
Check the brief before sending it
Read the request as if you had never seen the product. Can another person identify the model, required changes, quantities, destination and files? Can they tell which requirements are fixed and which need a recommendation? If not, add that information before asking suppliers to price the project.
Keep one question owner on your side and collect supplier questions in a revision log. When an answer changes the scope, send the clarification to every supplier still being compared. This reduces repeated follow-up and makes the next stage—sample planning—more specific.
- Identify the model or design reference and list changes explicitly.
- State destination, voltage/frequency requirements and intended installation conditions.
- Break quantities down by model, finish and packaging variant.
- Attach named, dated files and list documents that are still pending.
- Request an itemised response, deviations and the next information needed for samples.
BUYING GUIDES
Ceiling fan RFQ preparation sheet
Complete the fields relevant to your project. Mark undecided requirements as pending and ask the supplier to state its assumptions.
- Buyer / company / brief reference / revision date
- Reference model or drawing and requested changes
- Destination country and intended installation conditions
- Voltage / frequency / motor / lighting / control requirements
- Quantity by model, finish and packaging variant
- Branding files, manuals, labels and packaging requirements
- Documents and sample evaluation required
- Requested quotation breakdown and target milestones
Sources and review
External references explain the cited principle. They do not certify or test ECO products. The checklists are planning tools; agree the requirements for your model and order.
FAQ
Questions about preparing an OEM RFQ
Define the information needed for a useful factory response.
Can I request a quote before choosing a model?
Yes. Describe the product range, destination, intended use and preferred dimensions so candidate models can be discussed. Treat an early price as a scope-dependent indication until the configuration is defined.
Should I send the same brief to every factory?
Use the same base requirements and version. Ask each factory to record deviations and optional alternatives separately, so you can compare a common scope.
Does a catalogue model include every function I need?
Not necessarily. A Remote or LED label does not define every control or lighting function. List your required functions and confirm them for the quoted configuration.
Must I know the MOQ before sending an RFQ?
No. State your intended quantities and variant split, then ask the factory to explain its MOQ for that configuration. There is no single MOQ supplied by this guide.
What should happen after the first quotation?
Clarify exclusions and differences, agree the configuration to sample and record the next approval milestone. A quotation alone does not approve a production sample.
Turn your shortlist into a clear inquiry
Send your reference models, destination, variant quantities and change list. We can use that brief to discuss a wholesale or OEM/ODM project.
Send a project brief