Many wooden-product OEM inquiries begin with “Can you make this?” and a single reference image. That is enough for an initial feasibility discussion, but usually not enough for a formal quotation. Wood species and grade, construction, tolerances, radii, machining depth, finish, packaging and destination market can all change material yield, production risk and lead time.
Three stages, three levels of information
| Stage | Minimum information | Factory output |
|---|---|---|
| Feasibility | Use, reference image, approximate size, quantity, market | Initial capability review and missing questions |
| Preliminary estimate | Key dimensions, construction, material, finish and packaging assumptions | Price range with stated assumptions |
| Formal quotation | Approved drawing, grade, process, packaging, quantity, compliance and delivery terms | Unit price, sample cost, MOQ, lead time and Incoterms |
1. Technical drawings: dimensions, R angles and tolerances
A picture cannot reliably define thickness, holes, grooves, recesses, chamfers or assembly relationships. A dimensioned 2D drawing is recommended; complex contours may also require DXF, STEP or another machinable 3D file.
- Overall length, width, thickness and units
- Hole positions, diameters, depths and center distances
- Groove or pocket width, depth and location
- Corner radii such as R5 or R10 and chamfer width
- Critical tolerances and final inspection dimensions
- Front/back surfaces, grain direction, lamination and assembly relationships
2. Wood species, grade and acceptable natural features
Do not write only “solid wood.” Acacia, rubberwood, beech, white oak and walnut differ in color, grain, hardness, yield and machining behavior. Within one species, grade determines the acceptable level of knots, sapwood, mineral streaks and color variation.
Define what may be accepted or rejected, whether color matching is required, and which approved sample or limit sample controls production. If the species is not fixed, provide the desired appearance, use, budget and market; the factory can recommend a primary material and alternatives. A stain does not change the actual material identity.
3. Use, construction and process
Explain whether the product is one-piece, laminated, end-grain or assembled, and whether it needs CNC shaping, drilling, routing, laser engraving, inlays, magnets or hardware. Similar-looking products can use different constructions and therefore different costs and stability risks.
4. Finish, logo and packaging
Specify clear coat, paint, wax oil, mineral oil or another finish, including color, gloss, grain visibility and hand feel. Provide AI, SVG, PDF or DXF logo artwork with size, position, orientation and application method. Packaging requirements should cover retail boxes, inserts, labels, barcodes, scratch protection, drop protection, inner cartons, master cartons and pallets.
5. Market, compliance and delivery
State the destination country, sales channel and documents to be checked. “Food-safe,” “eco-friendly” and “EU compliant” are too broad without a target market, use and standard. Confirm the applicable material, coating, adhesive and traceability documents for the actual order.
Also state EXW, FOB or another Incoterm, delivery location, commercial or residential address, loading-dock needs, target launch date and the agreed lead-time starting point.
A practical RFQ checklist
- Product name and intended use
- Destination market and sales channel
- Reference images, 2D drawings and 3D files
- Dimensions, thickness, radii, chamfers and tolerances
- Wood species, quality grade and acceptable natural features
- Construction, lamination and machining requirements
- Finish, color, gloss and surface feel
- Logo file, position and application method
- Packaging, labels, barcodes and carton requirements
- Sample quantity, first order and expected volume tiers
- Compliance, testing and traceability documents to be checked
- Incoterms, delivery location and target timeline
When not to promise a final price
If the project has only a picture, no material grade, no quantity, no application or no technical drawing, the responsible next step is to clarify assumptions rather than promise a final price. Natural wood also cannot be guaranteed to have zero color variation or zero deformation.
About MUTIAN: Shenzhen Mu Tian Import and Export Trade Co., Ltd. manages overseas communication, contracts and export service, while Wotian Wood is our Yangjiang manufacturing base with more than 20 years of wood-product manufacturing experience. We support cutting boards, trays, cheese boards, magnetic knife blocks and wooden kitchenware from concept review through sampling, production, inspection and export delivery.
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Send your drawings, material expectations, finish, market and quantity. We can review feasibility and production risks before quotation.
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