RFQ & enquiry guide
What to send us so the quote is actually usable
A quote is only as good as the enquiry behind it. The ten minutes you spend on this checklist usually saves a week of back-and-forth — and gets you a price you can compare across suppliers.
The basics
The ten-point checklist
These ten items answer the questions every supplier must ask anyway. Sending them in the first email moves you to the front of the queue.
| # | Tell us | Why it changes the quote |
|---|---|---|
| 1 | Product category and model direction | Patio, golf, promotional folding, beach or tent — each has different factories, fabrics and price logic |
| 2 | Target quantity — and whether it is firm or a guess | MOQ, price breaks and fabric lot sizes all move with quantity |
| 3 | Size — canopy diameter or arc, pole length | Frame size drives rib count, pole gauge and packing volume |
| 4 | Material preference, if any | Fiberglass vs steel ribs, pongee vs polyester canopy — the largest single cost lever |
| 5 | Colour — Pantone number, physical swatch, or "your standard" | Custom dye lots carry minimums; standard colours do not |
| 6 | Logo artwork — vector file, or a photo of the sample you want copied | Artwork decides the printing method, colour count and therefore the price |
| 7 | Print positions — canopy panel, sleeve, tag, box | Each position is a separate setup |
| 8 | Destination port or country | Packing, documentation, freight and any market-specific requirements |
| 9 | Required-in-hand date, not "lead time" | Lets us plan production plus freight plus customs, instead of production only |
| 10 | Compliance requirements, if your market has them | REACH, Prop 65, flame retardancy, recycled content — all affect material choice and testing |
If you only send five things
Category, quantity, artwork, destination port, and the date the goods must be in your hands. With those five we can usually give an indicative range within a day — and tell you immediately if the requirement does not fit the cluster.
By category
Category-specific questions we will ask
Anticipating these makes your enquiry look professional — because it is.
Patio & market umbrellas
- Centre pole or cantilever (side pole)?
- Crank, pulley or tilt mechanism — and how often it will be operated daily
- Base type and weight needed for the installation environment
- Vented canopy required for exposed sites?
- Replacement canopy or spare ribs needed as separate SKUs?
Golf umbrellas
- Arc size (60 / 68 / 72 inch) and canopy shape
- Rib material expectation — fiberglass, aluminium or steel
- Single or double canopy; vented or solid
- Shaft shape and handle style for your market
- Whether the same design will be reordered seasonally
Promotional umbrellas
- Number of print colours — reduce colours, reduce price
- End-client event date, worked backwards from delivery
- Distributor details (ASI / SAGE / PPAI) if applicable
- Blind shipping required?
- Individual polybag, sleeve or retail box?
Beach, camping & tents
- Sand anchor, weighted base or ground pegs?
- UPF claim intended? (claims need test evidence)
- Hydrostatic head rating required?
- Flame-retardancy standard for your market, if any
- Packed size and weight limit for your channel
Components & spare parts
- Are you assembling, repairing or replacing? Each implies a different spec conversation
- Drawing or physical sample for profile-matched parts
- Annual volume estimate — component pricing is volume-driven
- Whether components must match an existing finished umbrella you already sell
Files
File requirements that avoid rework
| Item | Ideal format | Acceptable | Problematic |
|---|---|---|---|
| Logo / artwork | Vector: AI, EPS, SVG or PDF (fonts outlined) | High-res PNG with transparent background | JPEG from a website, Word documents, photos of a logo on a product |
| Colour reference | Pantone number ( coated / uncoated stated) | Physical fabric or paper swatch by post | "Blue", screenshots, "same as the photo" |
| Dimensions | Dimensioned drawing or 3D model | Photo with a ruler in frame | Verbal description only |
| Packaging spec | Dieline or box drawing with material callouts | Photo of a comparable box | "Make it nice" |
We will tell you if a file is unusable before it costs you production time. That check is free and we would rather do it early.
Common mistakes
Six enquiry habits that cost buyers money
| Habit | What it causes |
|---|---|
| Asking only for the lowest unit price | Quotes arrive with unspecified fabric weight, rib material and hardware — none of them comparable. The cheapest quote is often the thinnest spec |
| Hiding the quantity | "500–5,000, depending on price" produces a price for 5,000. When the real order is 500, everything requotes — and trust drops |
| Leaving the deadline vague | Production gets planned without freight or customs. Goods are ready but miss the event anyway |
| Sending a photo instead of artwork | Print quotes are guesses; colour count is unknown; the first proof surprises everyone |
| Skipping the compliance question | REACH or Prop 65 issues surface after production — the most expensive moment to discover them |
| Comparing quotes from different categories | A 43-inch arc golf umbrella and a 60-inch straight one are not substitutes. Compare like with like |
Template
Copy this into your email
Delete what does not apply, fill in the rest, attach your artwork. That is a complete enquiry.
Subject: Umbrella enquiry — [category] — [quantity] pcs — [destination port]
Hello Shadopia,
1. Product: [e.g. custom golf umbrella, 68-inch arc, double canopy]
2. Quantity: [firm number, or "estimate for now"]
3. Size: [canopy diameter / arc, pole length]
4. Materials: [e.g. fiberglass ribs preferred / open to recommendation]
5. Colour: [Pantone ___ / standard black / swatch attached]
6. Logo: [attached — AI/EPS/PDF; positions: canopy panel + sleeve]
7. Destination: [port / country]
8. Needed in hand by: [date] (working back from [event/season])
9. Compliance: [e.g. EU market — REACH; UPF claim intended / none]
10. Packaging: [bulk cartons / individual polybag / retail box]
Attached: artwork, [dimension drawing / packaging spec / reference photo].
Please confirm feasibility, indicative price range, MOQ and sample plan.
Regards,
[Name, company, country, phone]
Send it over
Every enquiry is read by a person who can tell you within a day whether it fits this cluster — and what the realistic next step is.