Private-Label Filter RFQ Checklist: Compare Quotations on the Same Basis

1. Establish one reference list

Give each requested item a buyer reference and keep the supplier reference in a separate column. Include the complete OE or aftermarket cross-reference where available, the intended vehicle applications and the target sales market. A photograph helps describe a sample but should not be the only application evidence.

State the estimated quantity for each part, not only the total order. Separate an initial order estimate from an annual forecast. Identify the priorities if the complete range is still being developed; a supplier can then answer availability questions against a manageable first group without treating a forecast as a purchase commitment.

• Product family: cabin, engine intake or oil filter.
• Buyer reference, known cross-references and application details.
• Quantity per item and whether it is a confirmed need or a forecast.
• Priority parts, sample needs and preferred review dates.

2. Describe the product being priced

For cabin filters, identify whether the enquiry concerns a particulate or activated-carbon option. Add the drawing, observed dimensions or reference sample information available to you. Record the required frame, sealing and identification features. If a characteristic is open for discussion, say so instead of leaving the supplier to interpret an empty field.

Distinguish a requirement from a claim. 'Propose a carbon option' is a product-development request. 'Meets this specified gas-removal requirement' needs a defined basis and evidence. Do not turn the first statement into the second when preparing a catalogue or retail box.

3. Define the evidence and sample review

Ask which documents apply to the actual proposed part and media revision. A report for another element or an undated general brochure may not answer your requirement. Keep the sample reference, drawing revision and report reference connected in the approval record.

Cabin-filter particulate tests and gas tests address different properties. ISO/TS 11155-1 and ISO 11155-2 describe those respective laboratory scopes. Naming either method in an RFQ is not proof of certification or of a completed test. Agree what result, method and sample evidence the project requires, then review what is actually supplied.

Define the sample decision before placing the production order: who checks identification and fit, who reviews technical evidence, and how differences will be resolved. Record approvals in writing. A visually acceptable box should not count as approval of the filter specification.

References: ISO/TS 11155-1:2001: Scope of cabin-filter particulate testing, ISO 11155-2:2009: Scope of cabin-filter gaseous testing

4. Make packaging part of the specification

State whether the quotation includes an individual bag, retail box, labels and outer cartons. Identify the required languages, barcode information and part-number format. Ask which artwork files and approvals are needed. Separate buyer-supplied content from any design work requested from the supplier.

Review the product label and packaging together. The same reference should mean the same item throughout the quotation, sample, artwork and packing list. If the selling unit is a set, make that clear. Do not allow a box image or description to imply that additional components are included.

Any installation, performance or maintenance statement on the packaging needs a basis. Confirm the exact wording before approving artwork, particularly where a generic arrow or broad compatibility claim could create confusion.

5. Ask for a complete commercial response

Request the currency, unit price, quantity basis and quotation validity. Ask the supplier to state minimum order requirements, any separate setup or sample charges, payment terms and the expected production timing. Clarify what event starts the quoted lead time, such as final specification or artwork approval.

Request the delivery basis and named location, along with what freight or other charges are included. Keep those details visible when comparing offers. A lower figure can reflect a different scope rather than a lower price for the same order.

HDASHER confirms quantities, pricing, sample arrangements and lead time for the specific project. Its private-label process covers product specification, identification, packaging and order planning, with manufacturing in Hubei. This checklist does not promise a universal MOQ, delivery time or certification.

References: HDASHER: Private-label product, packaging and order planning

6. Compare responses without hiding gaps

Create one row per requirement and one column per supplier. Keep 'not stated', 'proposed alternative' and 'confirmed' distinct. An unanswered question should not be scored as compliance.

Send a small, complete enquiry package

A practical first submission is a part list, the available specification or sample photos, a packaging brief and the comparison sheet. Mark the files with dates or revisions. When an answer changes, update the shared record rather than leaving contradictory decisions in separate email attachments.

For HDASHER, start with the products and applications most important to your range. Explain the intended market and the information you still need. A specific set of questions produces a more useful discussion than a request for the lowest price on an undefined filter.

Common questions