Give every candidate the same starting point
A price has little value without its assumptions. If one factory prices a bare component and another includes assembly, testing and delivery, their numbers cannot be compared. Send a dated version of the same brief to each candidate and record any later changes.
At minimum, describe the product and function, materials or formulation, dimensions or pack size, required finish, any drawings or sample status, and the sales market. State whether the producer is expected to source materials, create tooling, assemble, fill, label or pack. If you do not know a detail, say ‘to be agreed’ rather than inventing precision.
Quantities and timing drive the price
Specify first-order quantity, annual forecast, usual release size and whether demand is one-off, seasonal or recurring. A forecast is not a commitment unless agreed. Give the target date for samples, approval and production delivery, with the destination and any delivery terms you already use.
A manufacturer may need to ask how much scrap or yield to allow, how long materials take, and whether capacity must be reserved. Those questions are a sign that it is pricing the real work.
State the acceptance basis
List the critical performance, appearance and packaging requirements, along with required tests, traceability and certifications if known. Identify who approves samples and what evidence is needed before production. For regulated products, the parties need to establish their obligations for the actual category and market; a generic request for ‘all certificates’ is rarely helpful.
- Version-controlled specification or representative sample
- Initial and repeat volume, with realistic forecast
- Quality criteria, testing, packaging and destination
- What the quote must include and exclude
Ask for a structured quotation
Request price at clearly stated volumes, currency, validity period, minimum order, tooling and setup, sample cost, lead times, payment and delivery basis. Ask the supplier to list assumptions, exclusions and any proposed alternatives. That makes differences visible and gives you a sensible basis for technical review and negotiation.
Before sharing proprietary drawings or formulas widely, agree an appropriate way to handle them. An initial capability check usually needs less detail than a binding production quote.
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