Communicating With a Chinese Factory: RFQs That Get Good Answers
Short answer: the quality of the answer you get from a Chinese factory is usually a direct copy of the quality of the question you sent. A good RFQ has a numbered drawing or STEP file, the material grade written out, a tolerance table for critical features only, quantity and target date stated, and one clear list of questions. Expect a reply in 12-24 working hours; a factory that answers with questions about your application instead of an instant price is doing engineering, and that is the factory you want.
Most sourcing disappointments in China trace back to communication gaps that were visible in the first email — ambiguous drawings, missing material calls, quantity hidden in a paragraph, or an RFQ so vague the factory quoted defensively. This guide is the practical playbook for RFQs, follow-ups and factory conversations that produce accurate answers.
The RFQ That Gets a Real Quote
Structure beats prose. A complete RFQ has five parts: the part (PDF drawing plus STEP or IGES file; name the file clearly); the material (write the grade out — "6061-T6 aluminum" not "aluminum"; include finish callouts like clear anodize); the tolerances (mark critical dimensions only — every dimension at ±0.01 mm forces the shop to quote as if all of them matter); the commercials (quantity, target delivery date, destination country and Incoterms); and the questions (a short numbered list: MOQ, tooling cost if any, lead time for samples, which inspection documents ship with the order). Numbered lists matter because Chinese factory staff often reply by number — it removes translation ambiguity.
Drawing and File Conventions
Send STEP (or IGES) plus PDF, never a screenshot of a CAD screen. Name files with the part number and revision so email threads do not mix versions. Put the title block in English or with clear symbols — GD&T symbols are universal, but written notes should avoid slang and idioms. Specify threads with full callouts (M4 x 0.7, class 6H) instead of "metric thread." Units: state mm explicitly; the whole quote hangs on it. And when the drawing has a note that says "sharp corners break 0.2 max" or similar, translate the intent — factories will follow the drawing literally, including the notes you forgot to update.
Follow-Up Rhythm and Time Zones
China Standard Time is UTC+8; your morning email is their evening and vice versa. Expect replies within 12-24 working hours (their working day), and do not read silence as disinterest — read it as "the question was incomplete" and follow up with the missing piece. When a factory goes quiet after a sample issue, the professional move is a direct, factual message: state what you received, what deviates from the drawing, and ask for the correction plan and date. Avoid accusatory language; Chinese business communication is direct about facts but indirect about blame, and the fastest path to a fix is a shared checklist, not an argument about who caused it.
What a Good Factory Reply Looks Like
| Signal in the reply | What it means |
|---|---|
| Questions about application, load, environment | Real engineering — quote will be usable |
| Instant price with no questions | Template quote — verify assumptions carefully |
| Itemized quote: material, process, finishing, tooling | Transparent costing; easy to compare |
| States tolerance limits honestly ("±0.005 mm on these features only") | Understands the drawing |
| Offers DFM suggestions | Worth building a relationship with |
| Vague on dates ("soon", "asap") | Push for a calendar date |
Red Flags in Replies
Three reply patterns should raise flags: the quote that ignores your material grade and lists "stainless steel" generically; the price that arrives in minutes for a complex part with no clarifying questions; and the supplier who says yes to every request including the impossible ones — real factories push back on at least one thing in a complex RFQ. Also watch reply language: standard engineering English with occasional grammar slips is normal; boilerplate marketing text that never engages with your drawing suggests a sales desk between you and the shop floor.
Frequently Asked Questions
Q: What should I include in an RFQ to a Chinese factory?
A: The part (PDF plus STEP/IGES), material grade written out, tolerances on critical features only, quantity and target date, destination and Incoterms, and a short numbered list of questions (MOQ, tooling, sample lead time, inspection documents). Structure beats prose.
Q: How long should a Chinese factory take to reply to an RFQ?
A: Expect a substantive reply within 12-24 working hours of your RFQ, accounting for the time zone (China is UTC+8). If a factory replies in minutes with a price and no questions about a complex part, treat the quote as a template and verify its assumptions.
Q: What format should I send for drawings?
A: Send STEP (or IGES) plus a PDF drawing with an English or symbol-based title block. Never send CAD screenshots. Name files with part number and revision, state mm units explicitly, and give full thread and finish callouts.
Q: Why did my Chinese supplier quote a higher price than expected?
A: Check what you sent: missing material grade, over-toleranced drawings, or unclear quantity all push quotes up defensively. A factory that quotes high without asking questions may be covering ambiguity; a factory that asks good questions will usually quote lower and more accurately on the clarified scope.
Q: How should I handle a late or non-conforming sample from China?
A: Respond factually and quickly: state what you received, what deviates from the drawing with measurements, and ask for the correction plan and a firm date. Keep a shared checklist of open items. Direct, factual follow-up resolves most issues faster than negotiation posturing.
Authored by the BQUQ Engineering Team. BQUQ is an ISO9001-certified source factory in Dongguan, China, running CNC machining, metal stamping, custom springs, heat sink and collet lines under one roof. Send drawings to sc@bquq.com or WhatsApp +86 13713157787 for a quote within 12 working hours. www.bquq.com
