How to Write an RFQ for Aluminum Windows, Doors, and Curtain Wall from a China Manufacturer
An RFQ for aluminum windows, doors, or curtain wall should give a manufacturer enough information to define the product, establish the technical basis, identify the deliverables, and quote a comparable commercial offer. The objective is not to describe every possible detail in the first message. It is to remove ambiguity at the stage where scope, performance, and commercial assumptions are agreed.
For overseas buyers, the most effective RFQ is usually a structured package rather than a single email. Drawings, schedules, specifications, finish samples, project logistics, and commercial terms should be referenced consistently. If two manufacturers interpret the same request differently, their quotations will not be directly comparable, even when the prices appear to be.
This guide explains the information a Foshan aluminum window, door, curtain wall, or sunroom manufacturer typically needs to prepare a meaningful quotation. It also identifies where project-specific evidence should be requested and how to separate product requirements from procurement assumptions.
A request such as “Please quote for 300 aluminum windows with glass and hardware for our project” identifies a product type and quantity, but it leaves nearly every decision open. The manufacturer may have to assume the opening size, frame profile, glass build-up, finish, hardware, test requirements, packing method, delivery scope, and installation responsibilities. Each assumption affects cost, production time, and risk.
The most common causes of non-comparable quotations include:
A useful principle is to distinguish three levels of information: confirmed requirements, items to be clarified, and stated exclusions. A quotation should not appear to include an unconfirmed option. Instead, it should identify alternatives or exclusions so that the buyer can make an informed decision.
A complete RFQ normally combines a written scope with project-specific drawings and schedules. The manufacturer’s manufacturing capabilities and project coordination resources can help buyers assess whether the request is sufficiently defined for quotation and production planning.
Provide dimensioned drawings and a schedule that identifies, at minimum:
Mark the schedule as preliminary, issued for quotation, or issued for construction. If dimensions are not final, state the permitted range and explain whether the quotation is based on an average size or a unit rate. Changes in size can affect glazing, hardware, reinforcement, weight, and packaging.
Include the relevant project specification sections rather than sending an entire specification without highlighting the requirements. A focused scope should cover:
When the project is at an early stage, ask the manufacturer to list assumptions and exclusions. For example, the RFQ may permit several glass alternatives, but it should explain who selects the final make-up and how changes are priced.
Break quantities down by product type, size, finish, glass configuration, and location. Provide both total quantities and a delivery or installation sequence if the project is phased. If some areas are added later, identify the likely revision period and state whether pricing is held for those areas.
A realistic delivery schedule should allow for engineering review, approved samples, production, inspection, packaging, shipping, customs clearance, and site receipt. Do not describe the factory lead time as the complete project delivery time.
Performance requirements should be written as project-specific criteria. Avoid treating a reference standard as proof that a particular product or project assembly meets the project’s needs. Standards are useful frameworks, but the buyer should request evidence for the proposed configuration.
| RFQ requirement | Information to state | Evidence to request |
|---|---|---|
| Thermal performance | Required U-value, SHGC, VT, or local energy criteria, including the applicable calculation boundary | Project-specific calculations, test reports, or supporting technical data for the proposed assembly |
| Air and water performance | Design pressure, water penetration resistance, air leakage limit, and installation conditions | Relevant test reports and a statement of the tested configuration |
| Structural adequacy | Wind load, dead load, deflection, span, support conditions, and design responsibility | Engineering calculations, test results, or project-specific structural review |
| Acoustic performance | Required sound reduction and test conditions | Test evidence applicable to the selected glass and frame build-up |
| Fire or life safety | Applicable building, opening, assembly, and testing requirements | Documentation for the proposed product and the authority having jurisdiction |
| Quality assurance | Inspection plan, factory inspection access, nonconformance process, and document list | Inspection and quality-control procedure for the order |
Depending on the market and application, buyers may reference NFRC, ENERGY STAR, CE, CSA, AAMA, ASTM, EN, AS 2047, or other local requirements. These references should not be presented as automatic certification of every offered product. State instead: “Please provide project-specific evidence demonstrating how the proposed assembly satisfies the stated requirement.”
Requesting a test report is not enough by itself. Check the applicant, product model, dimensions, configuration, glazing, installation conditions, test method, and report validity. If the proposed product differs materially from the tested assembly, ask the manufacturer to explain the engineering basis for the difference.
An accurate RFQ defines what must be supplied without unnecessarily restricting the manufacturer to one equivalent brand. For aluminum systems, the buyer should identify the required alloy, extrusion or finish condition, structural profile concept, thermal-break requirement, wall thickness where technically critical, and any project-specific approvals.
State whether the requirement applies to the complete system or to selected components. Include profile depth, face width, visible frame size, glass-to-glass or frame-to-glass appearance, drainage path, sealant joint design, and compatibility with adjacent systems. If profiles are supplied under a third-party system, identify whether the manufacturer is authorized to use them and what documentation will be provided.
Specify the design intent and the information needed to price it:
Do not ask only for “double glass.” Two insulating units with the same basic description can have different coatings, spacers, gas fills, edge seals, and price implications.
For powder coating, state the coating system, color reference, texture, gloss range, substrate, and required color-difference limits. For anodizing, identify the class, finish, thickness expectation, and appearance reference. For fluoropolymer or other architectural coatings, request the proposed system, film thickness, substrate preparation, standard color reference, and project-specific maintenance or warranty assumptions.
Provide physical finish samples or an approved finish reference when appearance is critical. A color code alone may not adequately communicate the expected appearance under site lighting.
List the required functions: locking, latching, egress, concealed hinges, multi-point locking, restrictors, handles, rollers, guides, anchors, gaskets, setting blocks, and drainage components. Identify commercial brands only where compatibility, certification, or warranty is important. Otherwise, specify performance, function, finish, and the requirement for the manufacturer to submit proposed alternatives for approval.
Ask whether replacement hardware is available locally or through the manufacturer, and clarify which components are included in the hardware warranty.
The RFQ should describe how the order will be packed and checked before shipment. Include the following:
Define hold points in writing. A practical sequence may include approval of shop drawings, samples, mock-ups, finish samples, hardware selection, glass details, test evidence, and a pre-shipment inspection. At each hold point, state who reviews the submission, the required response period, and whether production may proceed before approval.
Inspection should cover product dimensions, construction, finish, visible defects, glass, hardware operation, markings, packaging, and document completeness. For curtain wall, specify whether dimensional checks will be based on shop drawings, production samples, or site re-measurement. For windows and doors, include opening, closing, locking, sealing, and sash-operation checks.
The commercial section should prevent the buyer from comparing a delivered-project price with an ex-works factory price. State the selected Incoterm, named place of origin, named destination, version, and responsibilities for export clearance, import clearance, taxes, duties, insurance, inland transport, unloading, and installation.
Confirm whether the quotation includes:
Define the proposed payment schedule, currency, beneficiary details, documentary requirements, and any conditions for release of final payment. Tie meaningful payments to clear events such as drawing approval, sample approval, production completion, inspection, and document handover. The RFQ should also request the quotation validity period and state whether price is fixed, subject to indexation, or dependent on final approved quantities.
Ask for a production lead time broken into engineering, sample approval, fabrication, inspection, and packing. Also state the required shipping date and the consequence of delayed approvals. If the project has phased openings, request separate production and shipment dates for each phase.
The following structure can be copied into an RFQ and completed for each project:
Buyers can use the technical resources library to support specification reviews, compare product requirements, and prepare more consistent vendor submissions. For projects involving installer or general-contractor coordination, review the guidance on overseas GC and installer facade coordination before fixing interface responsibilities.
At minimum, provide product types, quantities, opening sizes, drawings or schedules, performance requirements, glass and finish intent, delivery destination, and commercial terms. If the design is incomplete, mark the RFQ as budgetary and request an assumptions-and-exclusions list.
Only when compatibility, certification, appearance, availability, or warranty makes the brand essential. Otherwise, specify the required function, operation, finish, durability, and approval process so the manufacturer can propose an equivalent product.
Use the same drawings, schedules, performance criteria, finish references, packaging requirements, Incoterm, and delivery basis for every supplier. Request an itemized scope and a list of assumptions so differences are visible rather than hidden in the total price.
Samples or mock-ups can be valuable for finish, color, hardware, profile proportions, and construction review. Define which samples are required, what they must demonstrate, who bears the cost, and whether approved samples become the production reference.
Use a written revision process. The manufacturer should confirm the effect on price, lead time, glass selection, hardware, packing, and compliance evidence before the change is accepted.
A strong RFQ gives the manufacturer a defined technical and commercial basis while leaving room for qualified alternatives. Include the current drawings, identify the governing requirements, request project-specific evidence, document hold points, and state the Incoterm and payment assumptions clearly.
To discuss a window, door, curtain wall, or sunroom package, contact JUHEMZENITH through the project contact form. Email [email protected] or message WhatsApp at +86 136 9027 9982. Please include the project location, product scope, current drawing revision, required delivery date, and destination so the review can begin promptly.
