When you source commercial LED lighting from Chinese manufacturers, an incomplete RFQ (Request for Quotation) is one of the biggest causes of delayed samples, wrong product specifications, budget overruns and project delays. Many buyers only state the light model and quantity, missing critical project details. This leads to back-and-forth emails, longer lead times and unexpected problems once the goods arrive on site.

This practical checklist helps you prepare all necessary information before sending an RFQ to your LED supplier, so you can get accurate quotes and suitable lighting solutions for your commercial project.

1. Basic Project Information

Start with core project background. This helps manufacturers quickly understand your application environment and recommend the right products.

• Project type: retail store, office, hotel, warehouse, gallery, restaurant or other commercial space
• Project location and target market: EU, UK, USA, Middle East, etc. (decides required certifications)
• Space dimensions: ceiling height, room area, layout drawing or architectural CAD file if available
• Lighting goal: general illumination, accent lighting, high CRI display lighting, energy saving renovation

2. Lighting Specification Requirements

List all non-negotiable lighting parameters clearly. Do not leave vague descriptions.

• Light type: track lights, recessed downlights, linear lights, magnetic lighting system, etc.
• Color temperature (CCT): 2700K, 3000K, 4000K or tunable white
• CRI requirement: Ra>80, Ra>90, R9 value if needed for art or retail display
• Beam angle: narrow spot, medium flood or wide flood
• Input voltage: 110V, 230V, 12V, 24V
• Dimming requirement: 0-10V, TRIAC, DALI, Zigbee or non-dimmable
• IP rating: indoor dry location, IP44, IP54 for damp areas

3. Certification & Compliance Requirements

Different countries enforce different lighting regulations. Confirm this at the RFQ stage to avoid non-compliant shipments.

• Required certificates: CE, TÜV, ETL, RoHS
• Product database registration: EPREL registration for EU market
• Local standard limits: LPD, flicker requirement, surge protection level

4. Commercial & Warranty Terms

Clarify business terms upfront to avoid disputes after sample confirmation.

• Estimated order quantity and sample quantity
• Target delivery lead time
• MOQ requirement
• Warranty period: 3 years, 5 years or custom warranty
• Target budget range per unit if available

5. Packaging & Shipping Requirements

Many buyers forget packaging rules, which may cause damage during long ocean shipping or fail local packaging regulations.

• Packing standard: neutral white box, custom printed box
• Special packaging test requirement
• Shipment term: FOB, CIF, DDP
• Destination port

Common RFQ Mistakes Buyers Should Avoid

1.Sending only product photos without project details. Suppliers cannot judge suitability.

2.Changing specs repeatedly after receiving the first quotation. This wastes time on both sides.

3.Ignoring certification requirements. Goods may be held at customs.

4.No clear dimming instruction. Wrong drivers will cause flicker issues after installation.

Final Tip

Attach site photos, lighting layout plan or reference product links together with your RFQ. Visual materials reduce misunderstanding significantly. A complete RFQ helps your Chinese lighting supplier provide precise pricing and correct samples, accelerating your whole commercial lighting project.