Custom Eyewear RFQ Checklist: Buyer Specification Template

Custom Eyewear RFQ Checklist: Buyer Specification Template

A custom eyewear RFQ should make supplier responses easier to compare. It should define the buyer's required specifications, optional alternatives, missing inputs, evidence requests, and approval gates. Use the supplied sources as planning context for supplier selection, private-label launch planning, B2B eyewear sourcing, and private-label sunglasses checklisting: Eyewearglobo, Wonnda, MJG Trading, and Glassesbros.

This template does not assume supplier capability, certification coverage, legal compliance, MOQ, lead time, product performance, or quality level. Ask each supplier to document the facts for the quoted item and final configuration.

1. Set Evidence Boundaries

Use general sourcing and private-label content as prompts for RFQ questions, not as proof that a specific supplier, factory, material, lens, coating, or certificate is suitable for a program.

• Keep marketing language out of product claims.
• Do not list market-specific compliance standards unless the buyer has confirmed they apply.
• Ask for certificate and report details where available: model, material, lens, coating, date, report number, and issuing organization.
• Do not treat an existing report as product evidence unless it covers the final quoted configuration.
• Separate assumptions from requirements so suppliers can confirm, reject, or propose alternatives.

2. Build One Controlled RFQ Packet

Send one controlled packet and name every attachment. If an item is not ready, mark it as pending and ask the supplier what cannot be quoted until it is supplied.

| Section | Include | Supplier response requested | |---|---|---| | Program brief | Buyer name, project name, destination markets, target launch window | Confirm scope and list open questions | | Product scope | Category, models, colors, sizes, lens variants, order quantities | Quote per SKU or explain grouping | | Technical specification | Frame material, dimensions, hardware, color, lens package, logo | Confirm exact match or propose alternatives | | Packaging | Case, pouch, cloth, box, insert, labels, barcodes, carton | State included and excluded packaging | | Compliance documents | Destination markets and buyer's intended claims | Identify documents, tests, coverage, and gaps | | Sampling plan | Prototype, pre-production sample, golden sample, retained bulk sample | Quote sample cost, lead time, and purpose | | Commercial terms | MOQ request, price breaks, tooling, payment, Incoterms, shipping | Provide itemized quotation | | Quality controls | Tolerances, defect classes, inspection method | Provide QC checklist and sample report format |

3. Provide Buyer Context

Open the RFQ with context that affects supplier assumptions. Keep it brief and specific.

• Product category: optical frame, sunglasses, reading glasses, kids eyewear, sports eyewear, clip-on, or accessory.
• Intended market: destination country or region, user group, sales channel, and retail position.
• Program structure: number of models, colors per model, sizes, lens variants, and planned launch timing.
• Development stage: concept, sketch, reference sample, CAD, tech pack, prototype, or approved sample.
• Design input source: buyer-owned design, supplier design proposal, modified stock model, or private-label adaptation.
• Buyer decision dates: sample approval, packaging approval, purchase order, and shipment target.
• Constraints: target cost, requested MOQ range, tooling budget, material restrictions, documentation request, or packaging rules.

Private-label planning can help convert brand, audience, product range, channel, and financial planning into RFQ fields such as quantities, packaging, launch timing, and quote comparison rules Wonnda.

4. Model-Level Frame Specification Sheet

Use one specification sheet per model so suppliers quote the same construction. Set unknown items as supplier to propose rather than leaving them blank.

| Field | Buyer should specify | Supplier response requested | |---|---|---| | Model code | Buyer SKU or working name | Quotation line reference | | Category | Optical, sunglass, reader, sports, kids, clip-on | Category confirmed | | Frame construction | Full rim, semi-rimless, rimless, shield, foldable, clip-on, or mixed | Construction assumption | | Front material | Acetate, metal, injected plastic, mixed material, or supplier-proposed option | Material declaration and available data sheet | | Temple material | Same as front, contrasting material, metal core, tip material | Component declaration | | Dimensions | Lens width, bridge, temple length, front width, lens height, hinge-to-hinge width, target weight | Measured sample report | | Fit profile | Adult, youth, kids, wide fit, low bridge fit, sports wrap, or buyer-defined profile | Fit assumptions and limitations | | Hardware | Hinge type, screw, nose pad, pad arm, core wire, temple tip, decorative parts | Component list and close-up sample photos | | Color control | Pantone, RAL, acetate code, plating sample, finish panel, or physical master | Color matching method and approval sample | | Surface finish | Gloss, matte, transparent, textured, polish level, plating, coating, or other finish | Finish sample or panel | | Branding | Logo location, method, size, color, tolerance, and artwork file | Artwork proof and marked sample | | Tolerances | Dimensions, weight, logo position, color variation, assembly alignment | Proposed tolerance table | | Substitution rule | No substitution without written approval, or listed allowed options | Disclosed assumptions and alternates |

For recycled-content, bio-based, sustainability, or material-origin claims, request evidence tied to the quoted material, component, or lot. Do not accept general marketing language as documentation.

5. Lens and Use-Case Requirements

Include lens requirements even when the frame is the main custom item. This helps prevent suppliers from pricing different lens packages under the same model name.

| Use case | RFQ fields to include | |---|---| | Sunglasses | Lens material, lens color, tint or shade requirement, gradient, polarization, mirror coating, anti-reflective coating, hydrophobic coating, scratch-resistant coating, base curve, thickness, and allowed shade variation | | Optical frames with demo lenses | Clear or printed demo lens, branded or unbranded, removable or display-only, shape requirement, and whether demo lens artwork is supplied | | Prescription-ready frames | Rim structure, groove requirement, lens-shape file if available, and supplier confirmation of compatibility with the intended lens range | | Sports or kids eyewear | Fit profile, retention requirement, material restrictions, lens coverage, and market-specific documentation request if applicable | | Clip-ons | Attachment method, magnet or clip placement, lens color, matching tolerance, and storage packaging |

Separate must-have requirements from optional features. A must-have should be quoted in the base price. An optional item should be priced as an add-on or alternate version. If the buyer intends to make a UV, polarization, impact, safety, prescription-ready, recycled-content, or coating-performance claim, request evidence for the final configuration.

6. Packaging, Labeling, and Carton Inputs

Do not leave packaging until after frame approval if the supplier is expected to quote a complete product. List every component and identify who supplies the artwork.

• Retail case, pouch, cleaning cloth, sleeve, box, hang tag, insert, sticker, warranty card, barcode label, and master carton.
• Artwork owner, dieline status, file format, color standard, logo placement, and proof approval step.
• Pack-out method: one pair per case, case in box, loose pouch, assorted colors per carton, or buyer-defined pack.
• Carton information requested: units per inner carton, units per master carton, carton dimensions, gross weight, net weight, and pallet requirements if applicable.
• Labeling requirements: SKU, color code, size, barcode, market language, importer details, or other buyer-supplied text.
• Packaging evidence requested: dieline proof, pre-production packaging sample, pack-out photo, carton mark proof, and final carton specification.

7. Compliance and Documentation Request

List the destination markets and claims the product will carry. Ask the supplier to identify applicable test methods and documents for those markets instead of assuming the answer.

For each certificate, test report, declaration, or claim document, request:

• Product model or material coverage.
• Final configuration covered, including lens, coating, frame material, and packaging where relevant.
• Issuing organization or lab name.
• Report date and report number if available.
• Whether the document is existing, needs renewal, or requires new testing.
• Buyer actions needed before testing.
• Whether the supplier, buyer, or third party will hold the original document.

This keeps compliance discussion tied to the quoted product instead of broad supplier capability statements.

8. Sampling and Approval Gates

Define sample stages in the RFQ. Each stage should have a purpose, approval owner, evidence required, and next-step rule.

| Gate | Purpose | Evidence to request | Buyer decision | |---|---|---|---| | Concept or reference review | Align shape, category, and target construction | Annotated images, reference sample notes, initial supplier comments | Proceed, revise, or stop | | Prototype sample | Review appearance, fit direction, and basic construction | Sample photos, measurement notes, listed substitutions | Approve direction or revise | | Pre-production sample | Verify near-final material, color, hardware, logo, lens, and packaging direction | Measured sample report, component list, artwork proof, packaging proof | Approve with conditions or revise | | Golden sample | Establish approved production reference | Signed sample record, photos, final measurements, retained buyer and supplier samples | Release bulk production or revise | | Bulk reference sample | Compare production output with approved reference | Retained production sample and inspection report | Approve shipment or hold for action |

Supplier-selection and checklist sources can inform questions about communication, samples, requirements, and production decisions Eyewearglobo Glassesbros. B2B supplier context can also inform commercial and distribution questions, but the RFQ should still require project-specific answers MJG Trading.

9. Quality and Inspection Fields

Ask the supplier to return an inspection checklist before bulk production. If the buyer uses AQL or third-party inspection, include the required inspection method. If not, ask the supplier to propose one and mark it subject to buyer approval.

| Defect class | Buyer examples to define | |---|---| | Critical | Safety-related sharp edge, broken hinge, unapproved material substitution, missing required marking, incorrect lens claim, or product that cannot be worn as intended | | Major | Visible color mismatch, plating or coating defect, poor lens fit, warped front, uneven temple alignment, loose screw, incorrect logo placement, wrong packaging component, or saleability issue | | Minor | Small surface mark within agreed limit, slight polish variation in a low-visibility area, minor package scuff, or cosmetic issue that does not affect use or saleability |

Request a measurement tolerance table by model. The supplier should state how each dimension is measured, what tools are used, how many units are checked, and what happens if a lot fails inspection.

10. Quote Comparison Matrix

Do not compare unit price until assumptions are normalized. Ask every supplier to return the same response fields.

| Quote field | Why it matters to the buyer | |---|---| | Unit price by SKU | Separates model, color, lens, and packaging assumptions | | MOQ and price breaks | Shows order-size requirements and cost changes | | Tooling or mold cost | Separates development cost from unit cost | | Sample cost and lead time | Shows development budget and schedule | | Bulk production lead time | Supports launch planning | | Included packaging | Identifies complete-product cost coverage | | Testing and documentation included | Separates required evidence from optional services | | Incoterms and shipping assumptions | Supports landed-cost comparison | | Exclusions | Shows what the buyer must supply or approve before the quote is valid | | Change-control rule | Prevents silent changes to material, hardware, color, lens, packaging, or production site |

A complete quote should answer the RFQ directly, disclose assumptions, identify exclusions, and show which buyer decisions are still needed.

11. Copy-Ready Buyer Checklist

• [ ] RFQ version number and issue date are shown.
• [ ] Buyer contact, project name, and supplier response deadline are included.
• [ ] Destination markets and intended sales channel are listed.
• [ ] Product category and use case are defined for each model.
• [ ] Number of models, colors, sizes, lens variants, and order quantities are listed.
• [ ] Reference images, drawings, CAD files, samples, or tech packs are named.
• [ ] Frame dimensions are supplied in millimeters or marked supplier to propose.
• [ ] Material requirements are listed for front, temples, tips, pads, hinges, screws, and decorative parts.
• [ ] Color and finish controls are identified.
• [ ] Lens material, tint, coating, polarization, demo lens, or optical compatibility requirements are stated.
• [ ] Branding method, artwork file, logo placement, size, color, and tolerance are included.
• [ ] Packaging components, artwork status, and carton information are requested.
• [ ] Compliance markets and claim documentation requests are listed.
• [ ] MOQ, price breaks, sample cost, tooling cost, and payment terms are requested.
• [ ] Prototype, pre-production sample, golden sample, and bulk approval rules are defined.
• [ ] Inspection method, defect classes, and measurement tolerances are requested.
• [ ] Sample, production, and shipping lead times are requested separately.
• [ ] Incoterms, shipping method, and carton details are requested.
• [ ] Substitution and change-control rules are included.
• [ ] Supplier must disclose assumptions, exclusions, alternates, and required buyer inputs.

12. Final Supplier Response Format

Ask suppliers to answer in a structured format, not only by email narrative.

| Supplier response item | Required answer | |---|---| | Can quote as specified | Yes, no, or conditional | | Main assumptions | List all | | Proposed alternates | List with cost and technical difference | | Missing buyer inputs | List files, decisions, or approvals needed | | Quote validity | Date and conditions | | Sampling plan | Sample type, cost, lead time, and materials used | | Production plan | MOQ, lead time, capacity assumption, and approval gate | | Documentation plan | Available reports, new tests needed, and buyer action required | | Quality plan | Inspection method, tolerances, and defect handling | | Commercial terms | Payment, Incoterms, packaging, and shipping assumptions |

A buyer-ready custom eyewear RFQ should produce an itemized quote, a sample plan, a documentation path, and an inspection standard before bulk production. Keep the evidence boundary visible: general sourcing content can guide questions, but supplier-specific and product-specific claims need supplier evidence.