Overview
Write the RFQ around one unit of comparison: a single SKU, its case pack, and the closed shipping carton that carries it. State the SKU, units per carton, carton dimensions with units, gross and net weight, carton count, and shipping marks, then ask every candidate low MOQ toy supplier to quote on exactly that basis. That is what makes trial-order quotes comparable instead of a pile of numbers you cannot line up.
The practical outcome: you get a quote you can convert into a packing-list check at goods-ready, and you know before you pay a deposit whether the carton you are buying actually fits your freight and storage plan.
Diagram: Writing a SKU-and-Carton RFQ for low-MOQ trial assortments
What belongs in the RFQ header and SKU block?
The header identifies who is asking and how to reply; the SKU block defines what is being priced. Keep them separate so a supplier cannot answer the commercial questions while ignoring the product definition.
In the header: your company name, contact person, email, destination port, required delivery window, payment preference, and whether you need a sample. In the SKU block, one row per SKU with the product name, the SKU identifier, recorded material, packaging type, reference MOQ, and units per carton. If you are assembling a trial assortment across several SKUs, list each one on its own row rather than describing a mixed lot in prose — a supplier cannot quote a mixed lot accurately without per-SKU quantities.
A worked example using catalog records: a road light bubble machine recorded as ABS, PP, PVC, PE in a colour box, with a reference MOQ of 108 and 36 units per carton, and a gummy candy item in a display box with a reference MOQ of 72 and 72 units per carton. Put both on the sheet as separate lines. Do not merge them into an average.
Why the RFQ must state MOQ, trial quantity, and estimated annual usage together
A single number forces a single price. Stating the minimum order quantity, the trial quantity you actually want, and your estimated annual usage lets the supplier return tiered pricing, which is exactly what a trial buyer needs to compare a small first order against a larger follow-on. This is a documented RFQ practice: state target quantities clearly, ideally including MOQ, trial order quantity, and estimated annual usage, so suppliers can provide tiered pricing Workus RFQ template.
Two cautions. First, a minimum MOQ is not an order multiple — do not assume the supplier will ship in carton multiples unless the quote says so. Second, if you are asking for a trial quantity below the reference MOQ, say so explicitly and ask what the supplier can actually do; do not silently assume the reference figure is negotiable.
Carton data to request: dimensions, units, CBM, weights, and marks
For every SKU, ask for the closed shipping carton: outer dimensions in centimetres with the unit stated, units per carton, gross weight, net weight, carton count for your order quantity, and the shipping marks that will be printed on the main and side panels. Ask for the carton strength grade or board specification if the supplier can state it, and treat it as a quoted attribute to verify, not a guarantee.
Then ask for the CBM per carton and the total CBM for your order. CBM per carton is length × width × height in centimetres divided by 1,000,000, and total CBM is that figure multiplied by the number of cartons. As a hypothetical: a carton measuring 60 × 40 × 35 cm gives 60 × 40 × 35 ÷ 1,000,000 = 0.084 CBM per carton; at 30 cartons that is 2.52 CBM. Use your own numbers — the arithmetic is the point, not the example.
Requesting CBM in the RFQ matters because it converts a per-unit price into a landed-cost estimate. Two suppliers quoting the same unit price can differ materially once carton volume is included.
How to run the carton check at goods-ready
Work through the closed carton in a fixed sequence so a discrepancy is caught before it becomes a freight problem.
Measure the outer carton in the same units as the RFQ — centimetres, length × width × height — and compare against the proposed dimensions. Record the difference. If the difference is within the tolerance you agreed with the supplier, note it and move on. If it is outside, stop and ask for the corrected CBM before the carton is loaded, because a larger carton changes your freight calculation.
Count the units in a sample carton against the stated units per carton. A short count is a packing-list discrepancy, not a rounding issue; it needs a corrected packing list and a decision on whether to accept, rework, or hold the balance.
Weigh the packed carton and compare gross weight against the quote. A material weight difference can indicate a component change, extra packaging, or a documentation error — each has a different next step, so ask which one it is rather than assuming.
Read the shipping marks on the main and side panels against the agreed artwork. Wrong marks are a documentation problem that can be corrected before dispatch; they are not a reason to reject the goods if the products are correct.
Recalculate CBM from the measured dimensions and multiply by the actual carton count. Compare against the total CBM in the RFQ. If the total has moved, update the freight estimate and the packing list together.
Sample review and the production release check
A sample confirms the product mechanism, finish, and packaging format before you commit to a trial order. It does not confirm that production units will match the sample, and it does not confirm safety compliance. Those are separate checks.
When the sample arrives, compare it against the RFQ specification: material, colour, packaging type, and the product's actual mechanism. For a bubble machine, check that it charges and runs; for a sensory item with a soft gel-filled shell, check the shell integrity and that the filling is contained. Record what you observed and what you could not confirm from a hand check.
At production release, compare a production unit against the approved sample using the same criteria. A production unit that differs from the sample in material, construction, or packaging is a discrepancy that needs a decision: correct and re-present, accept with a documented note, or hold the order.
Product-safety testing is a separate release gate. If your destination market requires safety testing, that is a laboratory question with a specified test method and a report — not something a carton review or a hand check can settle. Keep the test report check on its own line in your release sequence, not folded into the carton worksheet.
Order planning: how many cartons does a trial assortment actually need?
A trial order is usually built to test sell-through across a small number of SKUs, not to fill a container. Work backwards from the shelf: decide how many units per SKU you want to place, then divide by units per carton to get the carton count, then round up to the nearest whole carton only if the supplier confirms a full-carton order restriction. Without that confirmation, do not assume you must pay for surplus units.
If the reference MOQ for a SKU is higher than your trial quantity, you have three options: reduce the number of SKUs in the trial, accept the higher quantity for that SKU, or ask the supplier whether a lower trial quantity is possible. Each has a different cost consequence, and the RFQ should state which option you are asking the supplier to price.
Keep the trial assortment narrow. A trial with four SKUs at a workable quantity tells you more than a trial with twelve SKUs where you cannot reorder any of them.
Should I use an RFQ or an RFP for a trial assortment?
Use an RFQ when your specifications are clear and price is the main comparison variable. Use an RFP when your requirements are not clear enough and you want the supplier to propose a solution. A trial assortment with defined SKUs, carton data, and quantities is an RFQ situation.
What is the difference between MOQ and order multiple?
MOQ is the lowest number of units a supplier will accept for an order. An order multiple is the increment the supplier requires above the MOQ, such as full cartons. A minimum MOQ is not automatically a multiple, so ask the supplier to state both if a multiple applies.
How do I calculate CBM for a trial order?
Multiply the carton length, width, and height in centimetres, divide by 1,000,000 to get CBM per carton, then multiply by the number of cartons. Recalculate from measured dimensions at goods-ready, because quoted dimensions are proposed data.
What if the final carton dimensions differ from the RFQ quote?
Compare the difference against the tolerance you agreed with the supplier. Within tolerance, record and proceed. Outside tolerance, request the corrected CBM and update your freight estimate before the carton is loaded.
Does a sample approval mean the production order is compliant?
No. Sample approval confirms the product mechanism, finish, and packaging format. It does not confirm production consistency or safety compliance. Those require a production comparison and, where applicable, a separate laboratory test report.
Can I mix several SKUs in one trial order?
Yes, but list each SKU on its own RFQ row with its own quantity, case pack, and carton data. A mixed lot described in prose cannot be quoted accurately or checked against a packing list.
Sources
免费询价单（RFQ）模板 | PDF 下载 | Workus