For many European SMEs, the biggest delay in a first order from China or wider Asia is not factory capacity or shipping time. It is the messy middle between quote and purchase order. In this article I walk through the templates and habits I use as a sourcing partner between Europe and China to turn that messy middle into a short, predictable step.

1. Map the journey from enquiry to PO

Before you fix friction, you need to see it. Most teams underestimate how many steps sit between a first quote and a signed purchase order.

  • Initial enquiry and basic quote
  • Clarifications about specs, materials, packaging, and certification
  • Internal cost comparison with other suppliers
  • Risk checks, payment terms, and Incoterms
  • Final approval and purchase order issue

I like to draw this as a simple timeline with owner names and expected response times. Even this small exercise often reveals that nobody really owns the middle part.

2. Define what a good quote looks like

A big reason quotes stall is that every supplier sends the information in a different format. Or they leave out key details, so your team has to ask and wait again.

At minimum, I want every quote to include:

  • Product description that matches your internal name and drawing
  • Unit price for each quantity break, with currency clearly stated
  • Incoterm and named port or location
  • Tooling costs and who owns the tooling
  • Lead time from deposit or purchase order
  • Payment terms and required deposit
  • Validity period of the quote

I send this list to suppliers upfront with examples, so they know what a complete reply looks like. This alone reduces one or two rounds of back and forth.

3. Use a simple RFQ template

You do not need a complex portal to standardise information. A boring spreadsheet works very well.

I usually structure a Request for Quotation template like this:

  • Tabs for: RFQ instructions, product list, packaging, and certifications
  • Columns for: item code, description, material, finish, quantity, unit price, tooling, Incoterm
  • Pre filled examples on the first few lines

The key is to send the same file to all shortlisted suppliers. When the files come back, you compare side by side instead of trying to combine ten different styles of PDF and chat messages.

You can reuse the same RFQ structure across product lines and new projects, so each new request feels familiar to both your team and your suppliers.

Small win: if suppliers fill in your structure, your internal team spends time deciding, not cleaning data.

4. Make decisions friendly to time zones

If one person waits for a meeting to decide, your quote sits still while the factory has already moved on. I try to set up a more async friendly pattern.

  • One shared comparison sheet with clear highlight of preferred supplier
  • Comment fields for notes on quality risk, history, or open questions
  • A short written summary: recommendation, reasoning, and open risks

This way, the decision maker in another time zone can review and approve during their morning, without needing a full call every time.

5. Templates for faster acceptance

Here are three small templates that speed things up a lot.

5.1 Quote confirmation email

Sent to the chosen supplier when you are almost ready to move to a purchase order.

  • Restate product list, quantities, and prices
  • Confirm Incoterm, port, and lead time
  • Confirm payment terms and deposit percentage
  • Attach drawings and latest specification version
  • Ask the supplier to confirm everything in one reply

5.2 Internal approval brief

For companies with finance or management approvals, a single page does more than a long email thread.

  • Supplier name and location
  • Total order value and currency
  • Key risks and mitigations
  • Reason for choosing this supplier over alternatives
  • Requested approval by a clear date

5.3 Purchase order template

Your PO template should match the language suppliers are used to seeing.

  • Company details for both buyer and supplier
  • Clear product table that mirrors the RFQ
  • Reference to drawings, samples, or specification codes
  • Payment terms, bank details, and Incoterm
  • Inspection plan and acceptance criteria, even if short

6. Remove common sources of delay

After a few projects, patterns appear. Here are the ones that slow teams down most often.

  • Unclear who signs off on tooling costs
  • Late questions about certificates, tests, or lab reports
  • Internal disagreement about Incoterms or logistics provider
  • Missing or outdated drawings and artwork files

I like to keep a small checklist called "Ready to issue PO" that sits right next to the PO template. If one box is not checked, we do not send the purchase order yet.

Closing thoughts

The distance between quote and purchase order feels big when every request is a one off. Once you standardise information and templates, that distance shrinks. Suppliers know what to send, your team knows how to decide, and the first order moves much faster.

If you want help building RFQ templates, PO formats, or decision workflows for your next sourcing project from China or other parts of Asia, I am happy to share what has worked for companies I support in Europe when sourcing from China and neighbouring markets.

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