How to Prepare a Candle RFQ: A Buyer's Guide to Accurate Quotes

A candle request for quotation (RFQ) is the document or structured message you send to a manufacturer when you need a price. Most buyers underestimate how much detail a manufacturer needs to produce an accurate quote. When a manufacturer receives a vague enquiry — "I need 5,000 scented candles, how much?" — they have to make assumptions. Those assumptions produce a rough ballpark figure, not a real quotation. When a buyer then asks a second manufacturer the same vague question, the two replies are not comparable because each manufacturer assumed something different. A well-prepared candle RFQ solves this problem. It gives every supplier the same complete specification so their quotations are directly comparable. It also shortens the back-and-forth message cycle, reduces misunderstandings, and demonstrates to manufacturers that you are a serious buyer ready to place an order. ## What a Candle RFQ Is An RFQ (request for quotation) is a formal or semi-formal document you send to one or more suppliers to request a price for a defined product. Unlike a general enquiry, an RFQ specifies what you want in enough detail for the supplier to price it accurately. In the candle trade, an RFQ typically covers the product type, size, fragrance, vessel, packaging, labelling, quantities and delivery terms. When all these fields are completed, a manufacturer can produce a line-item quotation without needing to ask follow-up questions about basic specifications. ## Identify Your Purchasing Model Before You Write the RFQ Before you write a single line, decide which purchasing model applies to your order. The model determines what the manufacturer needs to quote. **Wholesale (stock product):** You are buying from the manufacturer's existing catalogue in your choice of quantities. Fewer custom decisions are needed, but you still need to specify the product reference, quantity, packaging type and delivery terms. **Private label:** The manufacturer produces candles to their own specification, but you apply your own brand name, label and packaging. The core product is set; your RFQ needs to cover label artwork, packaging finish and minimum order quantities. See the private label candle process for a full explanation of how this model works. **Custom:** You are designing a new candle — fragrance blend, vessel shape, fill weight and packaging — from scratch. This requires the most detailed RFQ because the manufacturer needs to develop the product before they can price it. Work with a custom candle manufacturer who has in-house development capability. Knowing your model upfront saves time. A manufacturer receiving a custom enquiry without supporting specifications cannot quote it — they will ask you the same questions this guide covers. ## Introduce the Buyer and the Intended Sales Channel Open the RFQ with a brief, factual company introduction. Manufacturers receive enquiries from individuals, start-ups, established retailers and importers. A short introduction helps them understand the context and respond at the right level. Include: - Your company name and country - What you sell and where (online, retail stores, hospitality, gifting) - The approximate size of the order you are planning - Whether this is a one-time purchase or a recurring order - Any relevant deadlines (trade fair, seasonal launch, contract renewal) You do not need to include your turnover, shareholder information or detailed business history. A sentence or two is sufficient. ## Define the Product Specifications Product specifications are the core of any candle RFQ. Without them, a manufacturer cannot price the order. For wholesale scented candles, the following fields are standard. **Candle type:** Pillar, container, taper, votive, tealight, wax melt, LED candle, or another format. If you are unsure which types are available, review the candle product range before writing your RFQ. **Wax type:** Soy, paraffin, coconut, beeswax, palm, or a blended formulation. State whether you have a preference or whether you are open to the manufacturer's recommendation. **Fill weight (net weight of wax):** State the target weight in grams or ounces. This directly affects material cost, so an approximation of "medium" is not useful. If you do not know the fill weight you want, give the dimensions of the vessel and the desired burn time instead. **Burn time:** A target burn time in hours helps a manufacturer determine wax type, wick specification and fragrance load. Burn time is affected by all three. If you have a minimum burn time requirement for compliance or marketing reasons, state it explicitly. **Fragrance load:** The percentage of fragrance oil relative to the wax weight, stated as a percentage (for example, 8% or 10%). If you do not have a target fragrance load, state whether you want a light, medium or strong throw. **Colour:** State the desired candle colour or finish. If you are ordering uncoloured natural wax, state that explicitly. If you want a specific Pantone reference, include it. ## Prepare a Clear SKU Matrix If you are ordering more than one product variant, present them in a table. A SKU matrix removes ambiguity and lets the manufacturer price each line separately. | SKU | Candle Type | Vessel | Fill Weight | Fragrance | Colour | Quantity | |-----|------------|--------|-------------|-----------|--------|----------| | SKU-01 | Container | Glass jar 200 ml | 180 g | Cedarwood & Amber | Cream | 500 | | SKU-02 | Container | Glass jar 200 ml | 180 g | White Tea | Cream | 500 | | SKU-03 | Container | Glass jar 350 ml | 320 g | Cedarwood & Amber | Cream | 300 | A table like this lets a manufacturer instantly identify how many product lines need to be quoted and where variants share components (the same jar size across two fragrances, for example). ## Describe Fragrance Requirements Clearly Fragrance is one of the highest-cost components in a scented candle and one of the most common sources of misunderstanding between buyers and manufacturers. If you already have a specific fragrance blend in mind, describe it in plain language: the dominant note, secondary notes and the character you want the scent to convey. You do not need to name individual aromatic chemicals. If you are choosing from a manufacturer's existing fragrance library, ask for a list and reference the fragrance by its catalogue name. Review the available scent options to understand what ranges are typically offered before writing your RFQ. If you need fragrance development (a bespoke blend created to your brief), state this clearly. Bespoke development usually requires a separate fee and a longer lead time. Include it in your RFQ so the manufacturer can quote both the development cost and the unit cost. State any fragrance restrictions that apply in your destination market. Some fragrance ingredients are restricted under IFRA guidelines or local cosmetic regulations. If you are aware of restrictions relevant to your market, name them in the RFQ and ask the manufacturer to confirm compliance. ## Specify Vessel and Decoration Requirements The vessel is the container that holds the wax. For container candles, it is also what the buyer and end user sees. Specify: - **Material:** Glass, ceramic, tin, concrete, wood, or another material - **Dimensions:** Diameter and height in millimetres, and internal fill volume in millilitres - **Finish:** Clear glass, frosted glass, coloured glass, matte glaze, metallic finish - **Lid or cap:** Yes or no; if yes, describe the material and fit - **Decoration on the vessel:** Screen printing, embossing, frosted band, decal, or none If you already have a vessel you want to use (for example, you have sourced it separately or it is part of your existing range), include a photograph, a technical drawing, or a direct supplier reference. Sending the vessel sample to the manufacturer is also an option for custom development. If you are flexible on the vessel and want the manufacturer's recommendation, say so. Manufacturers who stock standard vessels can often offer better pricing than vessels sourced separately. ## Include Packaging Specifications Packaging determines a significant part of the per-unit cost, particularly for private label and custom orders. Incomplete packaging specifications are one of the most common reasons a quotation is inaccurate. Refer to the candle packaging guide if you are still deciding on packaging format. State the following for each SKU: - **Retail unit packaging:** Folding carton, rigid box, kraft bag, sleeve, tissue wrap, or none - **Material and finish:** Coated board, uncoated kraft, gloss laminate, matte laminate, spot UV - **Dimensions:** If you have a specific box size requirement, state the internal dimensions. Otherwise, ask the manufacturer to recommend dimensions based on the vessel - **Printing:** Four-colour CMYK, Pantone spot colours, or foiling; number of printed sides - **Insert:** Foam, cardboard tray, tissue, or none - **Retail-ready features:** Hang tab, window cut-out, magnetic closure, ribbon - **Master carton:** Confirm whether you need the manufacturer to pack and label master cartons for your warehouse or freight forwarder If you intend to supply your own packaging (for example, printed boxes produced by your own supplier), state this in the RFQ so the manufacturer knows that packaging is a buyer-supplied component rather than a quoted item. ## State Quantities Correctly Quantity affects unit price, minimum order requirements and production scheduling. State quantities per SKU, not as a single total. - **Units per SKU:** How many pieces of each variant you need - **Total order quantity:** The sum across all SKUs - **Minimum reorder quantity:** If you expect to reorder, state the volume you expect to place on repeat orders. This helps a manufacturer assess the long-term value of the account. - **Whether the quantities are firm or indicative:** If you are getting early-stage quotes for budgeting purposes, say so. A manufacturer will provide a more detailed quotation for a firm order. Do not inflate quantities to improve the unit price if you do not intend to place that volume. Manufacturers who discover inflated quantities during production negotiation are less likely to offer favourable terms in future. ## Explain Artwork and Branding Status For private label orders, artwork drives label production costs and lead time. State: - Whether your brand identity (logo, colour palette, typeface) is finalised or still in development - Whether you will supply print-ready artwork files or need the manufacturer to design the label - What label format you need: self-adhesive label, hang tag, printed directly on packaging, or embossed on vessel - Whether the label needs regulatory text (batch code, country of origin, fragrance allergen declaration, burn instructions) If artwork is not yet ready, say so and give a realistic date. Manufacturers can begin production of unlabelled candles and hold them pending label production in some cases, but this needs to be agreed in advance. ## Define Sample Requirements State whether you need samples before placing the bulk order and what type of sample you need. - **Pre-production sample:** A handmade approximation of the final product, used to confirm fragrance, colour, vessel choice and label design before committing to tooling or bulk material procurement - **Production sample (golden sample / approved production sample):** A unit produced on the production line using the specified materials, used as the quality benchmark for the batch Include whether you are willing to pay a sample fee and whether the fee should be credited against the bulk order. See the candle sample approval checklist for a structured way to evaluate what you receive. If sample approval is a condition of placing the order, state this clearly so the manufacturer includes the sample stage in the quoted lead time. ## State Destination-Market and Documentation Needs Different markets require different compliance documentation. Including this requirement in the RFQ avoids delays and additional cost negotiations after a quotation is accepted. Common requirements include: - **Country of origin certificate:** Required for customs clearance in most markets - **Fragrance safety assessment (IFRA certificate):** Required for candles sold in the EU under the Cosmetics Regulation and General Product Safety Regulation - **Burn test reports:** Standardised burn tests (for example EN 15493 / EN 15494 in Europe, ASTM F2417 in North America) may be required by importers, retailers or regulators - **CLP labelling compliance (EU):** The Classification, Labelling and Packaging Regulation requires specific hazard labelling for candles containing fragrance allergens above threshold concentrations - **California Proposition 65 compliance (USA):** Requires warnings for products containing listed chemicals above established thresholds State the markets where the candles will be sold, not just where they will be shipped. A candle shipped to a UK warehouse and then sold via an EU-based online store needs to comply with EU regulations. Do not ask manufacturers to certify compliance they cannot verify or guarantee. Ask instead what documentation they provide as standard, and then confirm whether that documentation meets your regulatory requirements. ## Give Shipping Information for an Accurate Quotation An FOB price (free on board at the manufacturer's port of export) is commonly used in international trade, but it is not the only option. Specify the trade term you want the price quoted in: - **EXW (ex works):** Buyer arranges all transport from the manufacturer's premises - **FOB (free on board):** Manufacturer delivers goods to the named port; buyer arranges sea freight and insurance from that point - **CIF (cost, insurance and freight):** Manufacturer arranges sea freight and insurance to the buyer's named destination port - **DDP (delivered duty paid):** Manufacturer delivers to the buyer's named address with all duties and taxes paid State the destination port or address so the manufacturer can estimate freight if they are quoting on CIF or DDP terms. If your freight forwarder has preferred carriers or consolidation services, mention this. Some manufacturers have long-standing arrangements with forwarders that reduce shipping costs, and they will pass this information to you if they know your destination and preferred terms. ## Include the Required Schedule A realistic schedule is essential for production planning. Provide: - **Target delivery date or required arrival date:** State the date you need the goods at their destination, not the date you want the manufacturer to ship - **Key milestone that drives the deadline:** A trade fair, product launch, seasonal window or contract start date. Knowing why the date matters helps a manufacturer assess whether it is firm or flexible - **Sample approval date:** When you need the approved production sample in order to keep the production window on track - **Flexibility:** If the date is a preference rather than a hard deadline, say so. Manufacturers can sometimes offer better pricing on slightly longer lead times Be honest about lead time requirements. An artificially short deadline may produce a higher-cost quotation (rush production premium) or cause the manufacturer to decline the enquiry. ## Request a Clearly Structured Quotation Ask the manufacturer to provide the quotation in a defined format so you can compare it with other replies. Request: - Unit price per SKU at the specified quantity - Price breaks at two or three higher quantity thresholds (for example, 500, 1,000, 2,000 units) - Separate line items for candle production, packaging, labelling and any tooling or setup fees - Payment terms (percentage deposit, balance timing, payment method) - Lead time from order confirmation to goods ready at the named departure point - Quotation validity period A structured quotation makes it straightforward to compare competing suppliers on a fair basis and to identify where costs differ. ## Compare Quotations on the Same Basis When quotations arrive, verify that each supplier has quoted against the same specification. Common divergence points include: - Wax type substituted (paraffin quoted instead of soy, or vice versa) - Fill weight slightly reduced - Packaging specification simplified - Trade term different from what you requested (EXW quoted instead of FOB) - Sample fee not credited against bulk order A lower unit price that rests on a lighter fill weight or a simpler packaging specification is not a like-for-like comparison. Resolve the discrepancies before making a decision based on price alone. ## Common Candle RFQ Mistakes **Sending a one-line enquiry.** "How much for 1,000 candles?" cannot be answered precisely. The result is either no reply or a very wide price range that does not help your budget planning. **Omitting quantities.** Candle manufacturing has significant economies of scale. Without quantities, a manufacturer cannot price a job. **Describing the fragrance as a finished candle product name.** Saying "I want a candle that smells like [a named branded candle]" tells a manufacturer nothing they can work with. Describe the scent character instead. **Forgetting compliance documentation.** Asking for documentation after a quotation is accepted, or after production has begun, creates delays and sometimes additional costs. **Providing artwork that is not print-ready.** Low-resolution logos, RGB colour files, and incomplete label text all require additional work that the manufacturer will charge for. Supply CMYK-separated, vector artwork files whenever possible. **Setting an unrealistic lead time.** Standard production lead times for custom candles range from four to twelve weeks from sample approval, depending on complexity and factory workload. Enquiries that require delivery in less than four weeks from first contact are often declined or quoted at a premium. **Not confirming the trade term.** A price quoted EXW China and a price quoted CIF Rotterdam are not comparable without adding freight, insurance and clearance costs to the EXW price. ## Ready-to-Copy Candle RFQ Template The following template covers the minimum fields required for a useful candle RFQ. Copy and complete it before sending to any manufacturer. --- **To:** [Manufacturer name] **From:** [Your company name, country, website] **Date:** [Date] **Subject:** Candle RFQ — [Your brand name] — [Brief description, e.g. "Container soy candles, private label"] **1. Company Introduction** [Two sentences: what your company sells, where, and the approximate scale of this order.] **2. Purchasing Model** [ ] Wholesale (catalogue product) / [ ] Private label / [ ] Custom development **3. Product Specification** | Field | SKU-01 | SKU-02 | |-------|--------|--------| | Candle type | | | | Wax type | | | | Fill weight (g) | | | | Fragrance name or description | | | | Fragrance load (%) | | | | Colour | | | | Burn time target (hours) | | | | Vessel material and dimensions | | | | Lid or cap | | | | Vessel decoration | | | **4. Packaging** | Field | SKU-01 | SKU-02 | |-------|--------|--------| | Retail unit packaging type | | | | Material and finish | | | | Printing specification | | | | Insert | | | | Master carton requirements | | | | Buyer-supplied or manufacturer-supplied | | | **5. Quantities** | SKU | Quantity (units) | |-----|-----------------| | SKU-01 | | | SKU-02 | | | **Total** | | **6. Artwork Status** [ ] Final print-ready files supplied / [ ] Design assistance needed / [ ] No label required **7. Sample Requirements** [ ] Pre-production sample required / [ ] No sample required Sample fee: [ ] Acceptable / [ ] Please waive / [ ] Credit against bulk order **8. Compliance Documentation Required** [List: IFRA certificate, burn test report, CLP labelling, country of origin certificate, other] **9. Destination Market and Shipping Terms** Destination: [Country / port / address] Trade term requested: [ ] EXW / [ ] FOB / [ ] CIF / [ ] DDP **10. Schedule** Sample required by: [Date] Bulk delivery required at destination by: [Date] Deadline driven by: [Trade fair / product launch / seasonal window / other] **11. Quotation Format Requested** Please provide unit prices per SKU, price breaks at [500 / 1,000 / 2,000] units, separate line items for production, packaging, labelling and tooling, payment terms, lead time from order confirmation, and quotation validity period. --- ## Final Pre-Submission Checklist Before sending the RFQ, confirm the following: - [ ] Purchasing model identified (wholesale, private label, or custom) - [ ] Fill weight stated per SKU in grams or ounces - [ ] Fragrance described by character or fragrance catalogue name, not by a competitor brand name - [ ] Vessel dimensions and material specified - [ ] Packaging type and finish specified for each SKU - [ ] Quantities stated per SKU, not as a total - [ ] Artwork status confirmed (ready, in progress, or needs design assistance) - [ ] Sample requirements and fee position stated - [ ] Compliance documentation requirements listed by destination market - [ ] Trade term specified (EXW, FOB, CIF, or DDP) - [ ] Destination port or address provided - [ ] Delivery deadline and the reason for that deadline stated - [ ] Quotation format requested (line items, price breaks, payment terms, lead time, validity) A complete RFQ rarely requires more than two rounds of follow-up questions from the manufacturer. An incomplete RFQ typically requires four to six. The extra time spent preparing a thorough RFQ is almost always recovered in the quoting and negotiation process. ## Final Thoughts A well-structured candle RFQ is the first commercial document in a supplier relationship. It signals to a manufacturer that you understand the product, have thought through your requirements, and are ready to proceed when the right quote arrives. The template and checklist in this guide are not exhaustive — some orders are straightforward enough to skip several fields, and others require additional technical drawings or regulatory annexes. Use your judgement to include what is relevant to your specific order. To explore Saifu's product range before writing your RFQ, visit the candle product range and the available scent options. When you are ready to send your RFQ, contact Saifu directly.