Placing a custom furniture order across borders is rarely where the cost hides — it is in the brief. A precise request for quotation (RFQ) is the single biggest lever European and US importers have to cut sampling cost, shorten lead time, and avoid rework. This guide walks through what to send your manufacturer before asking for a quote.
1. A complete product specification
Start with the measurable facts: overall dimensions (W×D×H in mm), structural materials (solid wood species, plywood grade, MDF density), panel thickness, joinery method, and hardware (hinges, glides, fixings) by brand or spec. State tolerances where they matter — a ±2 mm tolerance on a 1200 mm table is normal, but seat height is worth pinning down.
2. Reference images, CAD and 3D
Photos help a factory understand the look; CAD or STEP files define the geometry. Share both when you have them. Be explicit that reference images are for styling only and do not constitute the quality standard unless you attach a measured drawing. Where a shape is complex, a 3D model beats ten photos.
3. Compliance and finishing requirements
For the EU and US, name the rules up front: REACH for coatings, CARB Phase 2 / TSCA for panel formaldehyde, and FSC or PEFC chain-of-custody when required. Specify the finish system (water-based low-VOC, powder coat, lacquer) and the colour standard you will measure against. A finished sample panel sent with the RFQ removes most ambiguity.
4. Commercials
State minimum order quantity, target price range, intended Incoterm (FOB Shenzhen, CIF, or DDP), and your required delivery window. Factories price against volume, so a clear annual forecast helps unlock better tier pricing than a one-off quantity.
5. Physical samples
Whenever possible send a physical material or finish sample, or ask the factory for its standard mill sample set. Colour and grain are hard to judge on a screen; a swatch in hand prevents the most common post-production dispute.
How Vashone handles an RFQ
At Vashone, every RFQ goes through an engineering review before a number is quoted. We return a 3D render for sign-off, build a physical prototype, freeze the specification, then schedule production in our Houjie (Dongguan) supply cluster. That discipline is why our custom OEM/ODM programs ship to spec the first time. Send your brief to our team and we will turn it into a quotable, buildable specification.