A supplier faced with an incomplete enquiry has two options: ask more questions, or guess and add margin. Most do the second, which is why vague RFQs produce expensive quotes. The good news is that a complete specification is not long — it just has to contain the right ten items.
The Ten Items Every Case RFQ Needs
| # | Item | Why it changes the quote |
|---|---|---|
| 1 | Payload description, weight and dimensions | Drives internal volume, wall spec and cavity design |
| 2 | Fragility and the drop height to survive | Sets foam density and thickness |
| 3 | Operating environment | Decides material, seals, hardware and UV package |
| 4 | Protection target, stated as a standard | “Waterproof” is not a testable requirement; IP67 is |
| 5 | Internal dimensions vs external limits | Inner size fits the payload; outer size fits the vehicle or pallet |
| 6 | Colour, branding and marking | Affects resin, printing method and tooling |
| 7 | Hardware and accessories | Wheels, handles, latches, valves, dividers |
| 8 | Quantity, and the likely repeat volume | Determines whether tooling can be amortised |
| 9 | Required certifications and test evidence | Adds test cost and restricts material choice |
| 10 | Acceptance criteria and inspection method | Prevents disputes when the shipment arrives |
The Five Mistakes That Turn Quotes Into Guesses
- Giving only external dimensions. What matters is what fits inside; state internal clearances and the outer limit separately.
- Saying “waterproof” without a standard. Name the code and the test — the difference between IP67 and IP69K is a different engineering package.
- Omitting the environment. A case for an air-conditioned store and one for a coastal site are not the same product.
- Hiding the real quantity. Stating 50 when you plan 5,000 loses you the tooling economics that would have lowered unit price.
- Leaving acceptance undefined. Without agreed criteria, “not as expected” becomes an argument rather than a measurable claim.
How to Compare the Replies
Line up quotes against the same ten items. Where a supplier omits one, ask specifically — a low quote that quietly drops the test evidence, uses a different resin, or excludes the interior is not cheaper, it is different. Ask each bidder to state explicitly which line items are included.
Two related pages help build the specification: our guide on sizing a protective case covers internal and external dimensions in detail, and MOQ and lead time explains what drives the schedule.