A one-line enquiry — "I need a 200 cm reef tank, how much?" — produces a one-line guess, not a quote. The suppliers who reply fastest with the lowest number are usually the ones who will re-quote you three weeks later once they realise they missed the cabinet, the chiller, and the freight. The four sections below are the minimum information that turns an enquiry into a price you can compare across three factories.
Section 1 — Product Specifications
This is where most enquiries stop. A size and a glass type are a starting point, not a specification. A factory needs the following to price glass, silicone, and fabrication labor:
| Parameter | What to specify | Why it matters |
|---|---|---|
| Outer dimensions (L × W × H) | Millimeters, including frame | Determines glass panel size and water volume |
| Glass type and thickness | Low-iron 8/10/12 mm, regular float, acrylic | Drives material cost by 30–50% |
| Water depth | Millimeters | Sets glass stress and bracing needs |
| Cabinet material | Stainless, solid wood, MDF, aluminum | Affects weight, moisture warranty, price |
| Overflow and sump style | Corner, side, rear, pipe-free | Determines plumbing complexity |
| Lighting and equipment scope | Brand, wattage, included or buyer-supplied | Can shift the quote by $200–$800 |
A drawing — even a rough sketch with dimensions — cuts the back-and-forth by 80%. If you do not have a drawing, a reference photo of a competitor's product plus your own dimensions is enough.
Section 2 — Scope of Supply
This is the single most overlooked section. Two factories can quote the same tank for a $600 difference and both be correct, because one quoted the glass tank only and the other quoted tank + cabinet + pump + LED + sump media.
Before you send the RFQ, list what you expect included: tank glass, cabinet, stand, sump, return pump, protein skimmer, LED light, heater, chiller, plumbing, filter media, test kit, and first-year spare parts. Mark each one "included" or "excluded." If you are unsure, write "open to supplier recommendation" and ask them to list what they would normally include at the price point.
This section also covers the delivery scope: EXW factory, FOB port, CIF destination, or DDP door. A DDP quote looks higher on paper but includes customs and inland truck, which you will otherwise book separately.
Section 3 — Project Conditions
A factory prices to the order, not to the product. Four project facts change the quote materially:
- Quantity. A single sample tank costs more per unit than a 20-container-year program. MOQ and pricing tier should be stated.
- Destination market. CE, UKCA, ETL, and SASO certifications carry different documentation costs. A tank destined for Saudi Arabia is not quoted the same way as one for California.
- Timeline. A 30-day rush order may carry a 15–20% expedite charge. A normal 45–60 day lead time is standard.
- Special requirements. Silk-screen logo, custom color silicone, double-wall acrylic, remote monitoring, or a branded packaging all add line items.
If you omit the destination, you will get an EXW price that does not include export packing — which is fine if you have your own freight forwarder, but misleading if you expected a delivered number.
Section 4 — Commercial and After-Sales Terms
This is where procurement teams lose money six months after delivery. Before you compare prices, ask the supplier to state in writing:
- Payment terms (deposit percentage, balance against what document)
- Packaging standard (export plywood crate, foam, corner protectors)
- Warranty period and what it covers (glass, silicone, electronics, cabinet)
- Spare parts availability and lead time
- Claim process for damage in transit
A worked example: a distributor in Poland sent a one-line RFQ for 12 reef tanks at 1.2 m. The first three suppliers quoted between $420 and $580 per unit. When the distributor re-sent the RFQ with all four sections — dimensions, included equipment, Poland CE destination, 45-day timeline, and EXW terms — the quotes narrowed to $480–$510, and the cheapest supplier admitted their first number had omitted the sump and return pump. The 15% spread on day one was almost entirely missing scope, not factory capability.
What You Get Back
With these four sections filled in, a serious supplier comes back within 3–5 working days with a line-item quotation, a drawing for approval, and lead time confirmation. If a supplier replies with a single number and no questions, they are either quoting the wrong scope or they are not reading your enquiry.
Send the four sections back with your dimensions and destination, and we will return a line-item quote with a drawing for approval — no placeholder numbers, no "price on request."
FAQs
What should a custom aquarium RFQ include? Four sections: product specifications (dimensions, glass type and thickness, cabinet material, overflow style, equipment), scope of supply (tank only or tank plus cabinet, pump, LED, sump), project conditions (quantity, destination market, timeline, certifications), and commercial terms (payment, packaging, warranty, spare parts, claim process).
Why do two suppliers quote the same tank at different prices? Usually the scope differs. One may quote glass only, while the other includes cabinet, pump, LED, and sump media. Mark every component "included" or "excluded" in the RFQ so quotes are comparable. A $600 spread often reflects missing scope, not factory quality.
What specifications are mandatory in an aquarium RFQ? Outer dimensions in millimeters, glass type and thickness, water depth, cabinet material, overflow or sump style, and whether lighting and equipment are included. A rough drawing or reference photo cuts back-and-forth by about 80%.
How do destination and quantity affect the quote? CE, UKCA, ETL, or SASO documentation costs vary by market. A single sample unit costs more per tank than a multi-container order. A 30-day rush may add 15–20%, while a normal 45–60 day lead time is standard.
What happens if I send a one-line enquiry? You get a one-line guess, often from a supplier who will re-quote later once scope is missed. A serious factory responds within 3–5 working days with a line-item quote, drawing for approval, and lead time. A single number with no questions usually means wrong scope.
