A request for quotation (RFQ) is only useful if it lets every supplier quote on the same, clear basis. Vague RFQs produce vague, non-comparable quotes and slow everything down. This guide shows procurement teams exactly what a uniform RFQ should contain so you get accurate, comparable bids quickly.
Why a clear RFQ matters
When you specify exactly what you need, suppliers can price precisely and you can compare quotes like-for-like. When you leave gaps, each supplier fills them with their own assumptions — and the cheapest quote is often the one that assumed the cheapest fabric. A good RFQ protects both quality and your ability to compare.
What to include in a uniform RFQ
1. Organisation and contact
Who you are, the delivery location(s), and how suppliers should respond and by when.
2. Garments and quantities
List each garment (shirt, trouser, blazer, scrub, coverall, apron, etc.) with quantity. State whether it is a one-time order or an annual/ongoing requirement.
3. Fabric and quality specification
The single most important section. Specify fabric type, blend, weight (GSM), colour-fastness and any durability expectations. If you are unsure, ask suppliers to propose a fabric and state it in their quote so you can compare. See cotton vs poly-cotton.
4. Colours and design
Exact colours (with a shade reference if possible), design details, and any role/department differentiation.
5. Sizing
Provide a size set and, ideally, a size-wise quantity split. See our sizing guide.
6. Branding
Logo/badge method (embroidery or print), placement, and supply your logo file. See the logo embroidery guide.
7. Sampling
State that the selected supplier must submit a pre-production sample for approval before bulk.
8. Delivery timeline
When you need the uniforms, and any phased delivery. Leave realistic time for sampling and production.
9. Documents required
List the documents suppliers must submit (GST, business registration, capacity, experience, etc.) — especially for institutional/government RFQs.
10. Evaluation basis
Tell suppliers how you will decide — for example, technical compliance verified by sample, plus price, capacity and track record. This sets expectations and improves bid quality.
A simple RFQ structure you can copy
Header (who/where/deadline) → Garments & quantities table → Fabric & quality spec → Colours & design → Sizing → Branding → Sampling requirement → Delivery timeline → Documents required → Evaluation criteria → How to submit. Keep it to a few clear pages.
Common mistakes to avoid
Leaving fabric unspecified; omitting the size split; forgetting to require a sample; setting an impossible deadline; and judging on price alone. Each of these either inflates risk or makes quotes hard to compare.
Send us your RFQ
Oceanic Apparels responds to uniform RFQs and tenders with itemised pricing, compliance documents, samples and a delivery timeline — manufactured in Chennai and shipped across India, MOQ 100. Related: school uniform tender requirements and our government and tender supply page. Send your RFQ or WhatsApp +91 94440 17738.
Written by Winston, Marketing Manager at Oceanic Apparels Private Limited — a uniform manufacturer based in Chennai since 2002.
