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China Fulfillment RFP Template: 35 Questions to Compare 3PL Quotes

Time: Aug 27,2026 Author: SFC Source: www.sendfromchina.com

Choosing a China 3PL can look easy from a distance. You send your SKU count, monthly order volume, and destination countries. A few days later, three rate cards land in your inbox.

Then the trouble starts.

One provider quotes storage by cubic meter. Another uses bins. One includes standard cartons in pick-and-pack. Another charges for every mailer. One shows a low shipping rate but leaves fuel, remote-area, peak, and address-correction charges in the small print.

The numbers are not really comparable. They are wearing different clothes.

A good fulfillment RFP fixes that problem. It gives every provider the same product data, order profile, service promise, and response format. More importantly, it asks questions that force useful answers instead of soft marketing language.

This guide gives you a China fulfillment RFP template with 35 questions for comparing 3PL quotes. The questions cover:

company fit and China experience;
supplier inbound and receiving;
storage and inventory handling;
packaging and shipping costs;
technology and reporting;
service levels, returns, and risk;
commercial terms, governance, and exit.

At the end, you will also find a quote-normalization table, a weighted scorecard, red flags, and a copy-and-paste checklist.

What Is a China Fulfillment RFP?

An RFP, or request for proposal, is a structured document that asks logistics providers to explain how they will deliver a defined service and what that service will cost.

For fulfillment, the RFP usually covers warehouse operations, receiving, storage, picking, packing, shipping, returns, systems, service levels, pricing, and contract terms.

You may also hear three nearby terms:

Term	Meaning	When to Use It
RFI	Request for information	When you are learning which providers and capabilities exist
RFQ	Request for quotation	When the scope is clear and you mainly need comparable pricing
RFP	Request for proposal	When you want both a solution design and a commercial proposal

For a small, simple operation, an RFQ may be enough. For a China-to-global ecommerce workflow with supplier consolidation, inspection, packaging, multiple channels, and returns, an RFP is usually safer.

The RFP should not ask, “What is your pick fee?” and stop there. It should ask what the provider can do, how it measures the work, what is included, and what happens when the order is not normal.

Before sending the document, review this broader guide on how to compare China fulfillment quotes for the preparation steps around provider selection.

Send the Same Data Pack to Every 3PL

An RFP is only as fair as the information behind it. If Provider A receives packed dimensions and Provider B receives product dimensions, their shipping quotes will not mean the same thing.

Product and Packaging Data

Prepare a table containing:

SKU and product name;
product photos;
unit weight and packed weight;
product and packed dimensions;
master-carton dimensions and quantity;
product material;
fragile, liquid, battery, magnet, or other restricted-item status;
current packaging and desired packaging;
insert, bundle, kitting, and labeling requirements.

Packed data is especially important. Carriers bill parcels, not your imaginary product dimensions from a supplier catalog.

For product identification and barcode questions, you can also reference the GS1 standards library when defining the product master data and label fields in the RFP.

Order and Inventory Profile

Include:

active SKU count;
monthly orders;
monthly order lines;
average units per order;
single-item versus multi-item order percentage;
bundles and subscription orders;
expected returns;
average and peak inventory;
supplier inbound frequency;
promotional or launch periods.

Destination and Service Profile

Tell providers:

destination-country and postcode mix;
required delivery windows;
preferred shipping services;
marketplace and DTC channels;
tracking expectations;
return destination;
DDP, DAP, or other delivery-term preference;
expected peak volume;
current problem areas.

Volume alone does not describe fulfillment complexity. Ten thousand orders of one lightweight SKU are a very different job from ten thousand orders containing fragile bundles, multiple inserts, and many destination zones.

The 35 Questions to Include in Your China Fulfillment RFP

Send the same 35 questions to every shortlisted provider. Ask for answers in the same format. If one provider writes a three-page story and another sends twelve numbers, you still need to convert both into comparable evidence.

A. Company Fit and China Fulfillment Experience

1. Which ecommerce categories and product profiles do you handle most often from China?

Ask for examples close to your product, not just a list of famous logos. Apparel, cosmetics, electronics accessories, toys, supplements, and bulky home products each create different storage, packaging, compliance, and returns needs.

Request: relevant categories, product restrictions handled, average order profile, and anonymized examples.

2. How many active clients and monthly orders does the proposed facility support, and how many are in our volume range?

This reveals whether your account will be meaningful to the operation. A huge warehouse may have plenty of space but little attention for a small launch. A tiny operation may care deeply but struggle during a promotion.

Request: client count, monthly throughput, order-volume bands, and peak capacity.

3. Which facility will handle our inventory, and what capacity is currently available?

Do not accept “our China network” as the complete answer. You need to know the proposed facility, operating city, storage method, available capacity, and whether inventory will move between sites.

Request: facility address or city, photos or walkthrough, storage types, capacity, and planned inventory location.

4. How do you support supplier consolidation, inbound receiving, quality checks, and export preparation in China?

This is one of the most important China-specific questions. If several factories ship to different places, the provider may be able to consolidate goods, check quantities, identify damage, combine cartons, or prepare orders for export.

Request: supplier-inbound SOP, inspection scope, discrepancy process, consolidation workflow, and documents required.

5. Can you provide two relevant client references or anonymized performance examples?

References should match your SKU complexity, order volume, destination mix, and sales channel. A provider handling domestic cartons for one industrial customer may not be the right fit for international DTC parcels.

Request: references, anonymized KPI examples, or a walkthrough of a similar operating model.

B. Scope of Work and Inbound Operations

6. What exactly is included in receiving, and how is it billed?

Receiving may be priced per pallet, carton, SKU, unit, container, or labor hour. “Receiving included” can also mean only standard receipt of correctly labeled cartons.

Request: fee unit, standard scope, exception fee, appointment rules, and sample invoice line.

7. How do you handle mixed-SKU cartons, missing labels, quantity discrepancies, damaged stock, and non-compliant inbound shipments?

Supplier mistakes do not disappear when inventory reaches the warehouse. Someone must count, investigate, photograph, relabel, quarantine, or report them.

Request: exception SOP, response time, evidence provided, and who pays for correction work.

8. What inspection, photography, relabeling, repacking, kitting, or assembly services are available?

Separate standard fulfillment from special projects. Inspection may mean a simple quantity count or a detailed product-quality check. Those are not the same service.

Request: service menu, unit of charge, labor rate, sample work order, and quality-control limits.

9. What is the standard inbound processing time from arrival to available inventory?

The clock needs a definition. Does it start at truck arrival, signed receipt, warehouse check-in, or completion of inspection? What happens when stock arrives during a peak period?

Request: dock-to-stock SLA, exclusions, peak process, and inventory timestamp examples.

10. Which packaging materials, product information, carton labels, and supplier documents must we provide?

This question prevents launch-day surprises. Some providers supply standard cartons and mailers. Others expect the brand to purchase, pre-position, or approve every material.

Request: inbound checklist, carton-label template, product master-data fields, material catalog, and replenishment responsibility.

C. Storage, Inventory, and Handling Fees

11. How is storage measured and billed?

Ask whether storage uses pallet, bin, shelf, cubic meter, cubic foot, average daily usage, month-end balance, or another method. A low unit rate is meaningless if the unit is not comparable.

Request: billing formula, measurement timing, sample calculation, and seasonal rules.

12. Are there minimum storage charges, account minimums, seasonal adjustments, or long-term-storage fees?

Minimums matter most when order volume or inventory turns are still developing. Ask what happens during a quiet month, a launch delay, and a period of slow-moving stock.

Request: every minimum, grace period, long-term-storage threshold, and example month.

13. How are slow-moving, damaged, quarantined, promotional, or obsolete products handled?

Inventory that cannot be sold still consumes space and management time. Some providers charge a different storage rate. Some require disposal approval. Some charge monthly inspection or relabeling fees.

Request: status definitions, storage treatment, disposal process, and owner-approval workflow.

14. What inventory accuracy target, cycle-count process, and discrepancy workflow do you provide?

Inventory accuracy affects stockouts, cancellations, overselling, emergency replenishment, and customer trust. Ask how accuracy is calculated—not just whether the provider claims it is high.

Request: target percentage, cycle-count frequency, variance threshold, investigation process, and report sample.

15. How are first-item picks, additional-item picks, bundles, inserts, and special handling priced?

Pick pricing is often where quote comparisons become messy. A single-item order and a four-item bundle may have very different labor requirements.

Request: sample pricing for one-item, multi-item, bundle, kitting, insert, fragile, and customized orders.

For operational scope, compare the provider’s China warehousing services against the exact storage and handling requirements in your RFP.

D. Packaging, Shipping, and Total Cost

16. What packaging is included in pick-and-pack, and what is charged separately?

Ask about cartons, mailers, tape, labels, inserts, void fill, branded packaging, repacking, and disposal. “Standard packaging included” needs a definition.

Request: material list, included allowance, price per unit, markup policy, and approval process for new materials.

17. Are shipping rates based on actual weight, dimensional weight, billable weight, zone, service, or a carrier table?

A provider may quote a transportation rate but calculate the final parcel using packed dimensions. Ask for a sample calculation with one of your actual SKUs.

Because divisors, rounding, and service thresholds vary, ask the provider to identify the exact carrier rule used. UPS explains the general dimensional-weight calculation approach, but the RFP should still require the provider’s route-specific rate sheet.

Request: carrier, service, origin, destination, packed dimensions, weight, divisor, rounding, and tracking assumptions.

18. Which fuel, remote-area, residential, oversize, peak, address-correction, or special-handling surcharges can apply?

Do not ask only whether surcharges exist. Ask for the trigger and current calculation method. You need to know whether the provider passes through carrier fees at cost, applies a margin, or uses bundled pricing.

Request: surcharge list, effective dates, exclusions, pass-through policy, and example invoice.

19. Do you pass through carrier rates at cost, apply a markup, or use bundled shipping prices?

There is no automatic problem with a markup. The problem is an unexplained markup hidden inside a vague line. A transparent margin can be compared. A mysterious shipping fee cannot.

Request: carrier invoice treatment, markup percentage or structure, currency conversion, and dispute process.

20. Can you quote our exact sample order profile as an all-in cost per successfully delivered order?

This is the question that turns a rate card into a useful proposal. Give the same sample order to every provider and require the same output.

Request: receiving, storage allocation, first pick, additional picks, packaging, shipping, surcharges, returns assumption, technology fees, and total.

Use a shipping cost calculator to test sample routes, but do not treat a calculator output as a complete 3PL proposal. Warehouse work, minimums, exceptions, and returns still need to be added.

E. Technology, Visibility, and Data

21. Which ecommerce platforms, marketplaces, ERP, OMS, WMS, and APIs do you support?

Ask about the systems you actually use, not a long logo wall. Confirm the required functions: order import, inventory sync, tracking updates, cancellation, split orders, bundles, returns, and exception status.

Request: integration list, supported functions, technical documentation, and live implementation examples.

22. What order, inventory, tracking, shipment, exception, and report data can we access?

Data visibility is part of the service. You should know what you can see in a portal, what is available through API, and what arrives in scheduled reports.

Request: sample dashboard, report fields, API objects, export format, cadence, and data-retention policy.

23. How do you prevent duplicate orders, overselling, incorrect SKU mapping, and failed tracking updates?

Integration errors create both cost and customer-service work. Ask about validation rules, retry logic, duplicate detection, stock reservations, and exception alerts.

Request: process map, test cases, failure alerts, and escalation owner.

24. What is included in integration, onboarding, testing, maintenance, and custom development?

Some proposals include basic setup but charge for marketplace mapping, custom fields, bundle logic, or later changes. Put the boundaries in the quote.

Request: one-time fee, recurring fee, included hours, change-order rates, testing plan, and launch timeline.

25. Can you provide a sample dashboard or anonymized report?

A dashboard demonstrates whether the provider measures what matters. Look for inventory, order status, dispatch, accuracy, claims, returns, tracking, and invoice data—not only “orders processed.”

Request: sample report, KPI definitions, refresh timing, and user-access rules.

If direct integration is important, review the provider’s API integration options before treating a “yes, we integrate” answer as complete.

F. Service Levels, Returns, and Risk Control

26. What same-day or next-business-day dispatch cutoff can you commit to?

Define the order cutoff, time zone, product exclusions, payment status, inventory status, and carrier handoff point. “Same-day fulfillment” can mean packed the same day, not necessarily handed to the carrier.

Request: SLA clock, cutoff table, scan evidence, peak exception, and sample daily report.

27. Which KPIs and SLA remedies apply to accuracy, inventory, dispatch, handoff, claims, and support?

Useful KPIs may include order accuracy, inventory accuracy, dock-to-stock time, same-day dispatch, on-time handoff, claim response, and support response. Agree how each metric is calculated.

Request: target, formula, reporting cadence, exclusions, service credit, and escalation route.

28. How do you handle lost, damaged, delayed, refused, or returned parcels?

Ask who opens the claim, who supplies evidence, how long the process takes, and which costs remain with you. A cheap shipping rate feels different when every loss becomes a month-long argument.

Request: claims SOP, liability limits, evidence list, response time, and replacement process.

29. How are international returns received, inspected, restocked, repacked, disposed of, or consolidated?

Returns can erase the margin on a low-value order. Ask where the parcel goes, how it is classified, whether it can be resold, and what happens to damaged or incomplete units.

Request: return address, inspection fee, restocking fee, disposal fee, consolidation option, and report example.

30. What contingency plans cover peak volume, system outage, labor disruption, weather, customs delay, or carrier capacity limits?

The provider does not need a perfect answer to every disaster. It does need a practical response: backup systems, cross-trained staff, alternate carriers, manual procedures, communication timelines, and priority rules.

Request: business-continuity plan, peak staffing model, incident process, and client communication template.

For the broader operating scope, compare order fulfillment services using the service-level definitions in your RFP rather than relying on a general service description.

G. Commercial Terms, Governance, and Exit

31. What monthly minimums, setup fees, account fees, deposits, or storage commitments apply?

Minimums can make a low-volume quote much more expensive. Ask whether the minimum applies to orders, storage, shipping, or total monthly spend—and whether unused capacity rolls forward.

Request: complete fee schedule, minimum examples, deposit rules, and low-volume scenario.

32. How often can rates change, what notice is required, and which fees are indexed or passed through?

Ask how fuel, carrier, labor, storage, and packaging changes are handled. A proposal is not a stable budget if the provider can change every line without notice.

Request: rate-change clause, notice period, index source, approval process, and historical adjustment example.

33. What contract term, renewal, termination, inventory-release, data-export, and transition provisions apply?

Exit terms matter before you need them. Ask how quickly inventory can be released, whether a termination fee applies, and how the provider supports a move to another warehouse.

Request: contract draft, notice period, release timeline, data format, transition fee, and ownership language.

34. How are billing disputes, service failures, credits, claims, and scope changes resolved?

An operational relationship needs a clear governance path. Otherwise every invoice discrepancy becomes an informal email chain.

Request: dispute window, evidence standard, credit process, escalation contacts, and change-order procedure.

35. Who owns the operating relationship, how often is performance reviewed, and what information is needed for a final quote?

This final question ties the proposal to the next step. A named account owner and regular review rhythm are much more useful than a generic sales inbox.

Request: account team, meeting cadence, review agenda, final-data checklist, and implementation owner.

How to Compare 3PL Quotes Without Getting Tricked by the Rate Card

After collecting responses, normalize them before scoring. Every provider should price the same sample scenario.

Quote Line	Provider A	Provider B	Provider C	Comparison Rule
Receiving				Same inbound unit and exception assumptions
Storage				Same measurement method and billing period
First pick				Same single-item order example
Additional pick				Same multi-item order example
Packaging				Same material specification
Shipping				Same route, service, dimensions, and weight
Surcharges				Require trigger list and calculation method
Returns				Same inspection and restock assumptions
Technology				Separate included and paid integration work
Minimums				Apply the same monthly volume scenario
All-in sample order				Include known and expected exception costs

A blank cell is not a zero price. It is an unanswered question.

Worked Illustrative Example

Suppose a single-item order has:

one receiving allocation of $0.20;
one month of storage allocation at $0.35;
first pick and pack of $1.40;
packaging at $0.55;
shipping at $8.80;
expected surcharge allocation of $0.70;
expected return and exception allocation of $0.45.

The illustrative all-in cost is $12.45 before technology minimums and account-level fees. Another provider with a $1.05 pick fee may still cost more if packaging is $0.90, shipping is $9.40, and returns are billed separately.

These numbers are examples, not market benchmarks. The useful part is the method: compare the same order, the same assumptions, and the same cost categories.

For fee definitions across receiving, storage, picking, packaging, and shipping, link to the China fulfillment cost guide rather than repeating a complete rate-card article inside the RFP page.

Score Responses With Cost and Fit in the Same Model

A weighted scorecard keeps the cheapest quote from winning by accident.

Category	Suggested Weight	Why It Matters
All-in cost and billing transparency	25%	Prevents a low headline rate from hiding total expense
Operational fit and capacity	20%	Shows whether the provider can handle the product and volume
Delivery, accuracy, and SLA quality	20%	Protects customer experience and revenue
Technology and visibility	15%	Reduces manual work and improves exception control
China-origin capability	10%	Matters for suppliers, inbound, export, and cross-border work
Contract, risk, and exit terms	10%	Protects the business if performance or strategy changes

Score each category from 1 to 5:

1: Does not meet the requirement or gives no usable evidence.
2: Partial fit with material limitations.
3: Meets the basic requirement.
4: Strong fit with evidence and a clear process.
5: Excellent fit with relevant proof, measurable commitment, and low implementation risk.

The weighted score is a guide, not a magic spell. Create deal-breaker rules for compliance, capacity, system access, product handling, and service failure. A provider should not win on storage price if it cannot legally or operationally handle the product.

Red Flags in a China 3PL RFP Response

Red Flag	Why It Matters	Follow-Up Request
“Shipping starts at…” with no route or dimensions	The number cannot be compared	Request an all-in sample order
Storage price with no measurement method	Pallet, bin, shelf, and cubic-meter costs differ	Ask for formula and sample month
“All-inclusive” with no exclusions	Hidden fees may appear later	Request a full inclusion and exclusion list
No current surcharge list	Fuel, remote, peak, and oversize charges remain unknown	Ask for trigger and effective-date rules
No named facility or capacity figure	The proposed operation is unclear	Request facility, capacity, and walkthrough
No SLA definitions	“Fast” and “accurate” cannot be audited	Request formulas and timestamps
No inventory-discrepancy process	Stock errors can become your problem	Request cycle-count and claim workflow
No return or exit process	A future migration may be expensive	Request release and transition terms
Refusal to show reports	Visibility claims cannot be checked	Ask for anonymized dashboard examples
Extremely low pricing with vague answers	The quote may omit labor or exceptions	Rebuild the all-in scenario

One vague answer is not always a deal breaker. A pattern of vague answers is a risk signal.

From RFP to Pilot: The Final Selection Process

Shortlist Three to Five Providers

Too many proposals create noise. First remove providers that fail a non-negotiable requirement: product handling, destination, integration, delivery promise, compliance, or minimum-volume fit.

Then keep three to five providers for a deeper commercial and operational comparison.

Verify the Facility and Process

Request a video walkthrough or site visit. Look for receiving, storage, picking, packing, scan points, dispatch staging, returns, and exception areas. Ask what changes during a promotion or factory shutdown period.

The facility does not need to look shiny. It needs to look controlled.

Run a Controlled Pilot

Use representative SKUs and destinations. Include a single-item order, multi-item order, bundle, fragile or special product where relevant, and at least one return scenario.

Measure:

receiving time;
inventory accuracy;
order accuracy;
dispatch time;
tracking updates;
damage;
support response;
invoice accuracy;
actual shipping and surcharge treatment.

The pilot is where the rate card meets reality.

Negotiate After the Assumptions Are Clear

Do not negotiate from one low number. Negotiate definitions, minimums, notice periods, credits, claims, data access, price changes, and exit terms. A slightly higher but clearer proposal may be safer than a cheap proposal filled with blank spaces.

China-Specific Questions Generic 3PL Templates Miss

Generic RFP templates often assume that inventory arrives from one supplier at one warehouse. China ecommerce operations are rarely that tidy.

Ask these additional operating questions during clarification:

Can several suppliers deliver to one origin warehouse under a common inbound standard?
Can the provider consolidate cartons from multiple factories?
Who performs product inspection and handles discrepancies?
Who prepares export-ready packaging and documentation?
How are batteries, liquids, magnets, cosmetics, and branded goods handled?
Who owns HS code and customs-description data?
Which DDP, DAP, or DDU assumptions are included?
Where do international returns go?
How are factory shutdowns and origin peaks handled?
Can the provider release inventory and data during a transition?

These questions do not need to replace the 35 core questions. They help explain the details behind the answers.

A Copy-and-Paste RFP Checklist

The same product and order data goes to each provider.
Packed dimensions and actual weights are verified.
Supplier inbound and consolidation requirements are defined.
Every fee unit and minimum is disclosed.
Shipping routes and service levels are standardized.
Surcharges and carrier markups are identified.
Returns, claims, and exceptions are included.
Systems and data access are documented.
SLA targets and evidence are agreed.
Exit and inventory-release terms are reviewed.
Quotes are normalized into an all-in sample-order cost.
Responses are scored on cost, fit, service, technology, and risk.

Conclusion

The best China 3PL quote is not always the proposal with the lowest pick fee or the cheapest shipping line. It is the quote you can compare, explain, test, and defend after the first invoice arrives.

Use the same data pack for every provider. Ask all 35 questions. Require fee units, assumptions, service definitions, and evidence. Normalize the quote into an all-in sample-order cost. Then score operational fit and risk alongside price.

Finally, run a controlled pilot before moving everything. A pilot is not wasted time. It is a small insurance policy against a large migration headache.

When your RFP is ready, prepare your SKU list, monthly volume, order profile, package dimensions, destination mix, current problems, and delivery promise before you request a tailored China fulfillment quote.

FAQs

1. What is a China fulfillment RFP?

A China fulfillment RFP is a structured request sent to 3PL or warehouse providers asking them to propose an operating solution and quote the same defined scope. It usually covers receiving, storage, picking, packing, shipping, returns, technology, service levels, pricing, and contract terms.

2. What is the difference between an RFP and an RFQ for 3PL services?

An RFQ mainly requests comparable pricing for a known service. An RFP asks for both the proposed operating model and the price. Use an RFQ for a simple, standardized requirement. Use an RFP when supplier inbound, packaging, systems, returns, cross-border shipping, or service design needs discussion.

3. How many 3PLs should receive a fulfillment RFP?

Send the RFP to enough providers to create a useful comparison without creating procurement noise. A practical shortlist is often five to eight providers, followed by three to five finalists for detailed clarification, facility review, and pilot planning.

4. What information do China 3PLs need to prepare an accurate quote?

Provide SKU count, product and packed dimensions, actual weight, order volume, items per order, destination mix, inbound pattern, packaging needs, sales channels, delivery promise, returns, special product attributes, peak volume, and integration requirements. Volume alone is not enough to price labor or shipping accurately.

5. Which fulfillment fees should appear in a China 3PL quote?

Ask for receiving, storage, pick-and-pack, packaging, shipping, surcharges, returns, special projects, technology, account fees, minimums, and transition charges. Each line should include its billing unit, trigger, exclusions, and example. A blank fee line should not be treated as a free service.

6. How do I compare storage fees from different fulfillment providers?

First convert each provider’s storage method into the same scenario. Compare pallet, bin, shelf, cubic-meter, cubic-foot, average-daily, and month-end methods carefully. Include minimums, seasonal adjustments, slow-moving stock, damaged inventory, and inventory transfers. The unit price alone does not describe monthly storage cost.

7. Should shipping be included in the 3PL RFP?

Yes, when shipping is part of the service you are evaluating. Send the same origin, destination, package dimensions, actual weight, product type, service promise, and monthly volume to every provider. Ask for base rate, fuel, remote, oversize, peak, handling, customs assumptions, tracking, and returns separately.

8. How do I score China 3PL proposals?

Use weighted categories such as all-in cost and transparency, operational fit, delivery and accuracy, technology, China-origin capability, and contract risk. Score each from 1 to 5 and apply a written definition. Add deal-breaker rules for compliance, capacity, data access, and unacceptable service limitations.

9. What are the biggest red flags in a 3PL quote?

Common red flags include a low shipping rate without dimensions, storage with no measurement method, “all-inclusive” pricing with no exclusions, no surcharge list, no named facility, vague SLA language, no returns process, no exit terms, refusal to show sample reports, and large gaps between the quote and the provider’s written explanation.

10. Should I run a pilot before signing a China fulfillment contract?

A pilot is strongly useful when the product, order profile, shipping routes, integration, or returns process is complex. Use representative SKUs and destinations. Measure receiving, inventory, accuracy, dispatch, tracking, damage, support, returns, and invoice accuracy. Put the pilot scope and success criteria in writing.

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