A clear Request for Quote (RFQ) is the fastest way for a private-label brand to get an apples-to-apples OEM response. Factories quote what you write down — not what you meant. Use this checklist so Guangzhou insole suppliers can price the correct construction, size mix, branding, and packaging on the first pass.
RFQ Checklist Buyers Actually Use
| # | Include this | Why factories need it |
|---|---|---|
| 1 | Target pair quantity per SKU | Capacity, mold planning, MOQ fit |
| 2 | Size range + size ratio | Tooling count and material yield |
| 3 | Construction intent | EVA / gel hybrid / orthotic support / comfort |
| 4 | Hand-feel target + reference | Sample direction; Shore confirmed on physical pairs |
| 5 | Logo artwork (vector) | Print / mold branding setup |
| 6 | Color target (Pantone or physical swatch) | Batch consistency |
| 7 | Packaging level | Polybag, hangtag, retail box, FBA prep needs |
| 8 | Destination market | Label language and compliance expectations |
| 9 | Compliance needs (if any) | Testing scope must be quoted, not assumed |
| 10 | Timeline (sample date / bulk need-by) | Line scheduling |
Copy-Paste RFQ Outline
Send to our team (or your assigned sales contact):
Subject: RFQ — Private Label Insoles — [Brand] — [Qty] pairs Company: Product intent: [sports EVA / gel comfort / orthotic support / hybrid] Quantity: [pairs] | Size range: [e.g. EUR …] | Size ratio: [e.g. S:M:L] Reference: [competitor link, photo, or our product URL] Topcloth / logo: [file attached] Color: [Pantone or swatch] Packaging: [polybag / hangtag / retail box / FBA notes] Destination market: [country] Compliance: [list only what you truly need] Sample need-by: […] | Bulk need-by: […]
Mistakes That Delay Quotes
Vague comfort words only
“Make it soft” produces three unrelated samples. Tie softness to a use case (standing retail staff, running shoe, dress shoe) and attach a reference. Material context: EVA vs Gel vs Memory Foam.
No size ratio
Equal quantities across every size rarely match sell-through. Give a planned ratio or ask the factory for a starter assortment based on your market.
Compliance added after bulk is running
If your market needs specific testing or labeling, state it in the RFQ so sampling and bulk include the same standard.
What Happens After You Send It
| Step | Typical timing on our program | Buyer action |
|---|---|---|
| Quote response | Within about 24 hours for a complete brief | Confirm scope on the proforma |
| Sampling | About 5–7 days for standard sampling | Wear-test and approve or revise |
| Bulk production | About 7–15 days after approval / deposit terms | Keep size mix and artwork frozen |
Timings above match our published OEM specs; your project confirmation stays on the sales documents. Deep dive: How Insole Sampling Works and OEM Lead Time Guide.
Close-match product links help engineering: e.g. Multi Zone Orthotic Sports Insole or PU Leather Gel Cushion Insole.
Frequently Asked Questions
What if we only have a competitor sample?
Ship or photograph it with measurements. Reverse-engineering from a physical reference is normal for first RFQs.
Do we need a target unit price in the email?
Optional. If you share a target, frame it as a planning band for construction tier — final commercial terms belong on the formal quotation, not in a blog example.
Where do we send the RFQ?
Use Contact or start from the OEM page so the brief reaches the right queue.
Authority & Traceability Notes Buyers Should Mention
If your destination market requires documented quality systems, say so in the RFQ so testing and lot traceability are scoped before sampling — not after cartons are packed. Frameworks such as ISO 9001 are commonly referenced when buyers ask factories how non-conformances are recorded.
For U.S.-bound programs, keep an eye on official trade guidance from the International Trade Administration when you list labeling or documentation expectations.
Example mistake with numbers: ordering “3,000 pairs sizes 39–47 equal split” without a ratio often produces surplus extreme sizes. Give a planned curve (or ask the factory for a starter curve for your channel) so the first carton mix matches sell-through assumptions.
After the first quote, keep a single decision owner on the brand side. Split feedback across five stakeholders without one sign-off path is the most common cause of sample loops — even when the factory answered in 24 hours.
Keep the RFQ and the proforma side by side when you approve samples. If the PI scope drifted from the email brief, stop and realign before golden-sample sign-off.