So you’ve got a killer product idea and you’re ready to get it made. First stop? Finding the right factory. But here’s the harsh truth: most emerging brand owners blow their shot before they even get a reply.
Why? Because your email screams “newbie.”
Factories? They’ve seen it all. They get flooded with vague, unrealistic, and awkward inquiries from first-timers who want to work with them but don’t know how to “talk the talk.”
Let’s fix that.
This blog will walk you through exactly what to say (and not say) when reaching out to factories—and how to protect your idea without freaking out over someone stealing it. Whether you’re launching your first product or finally outsourcing production, here’s how to sound like a pro and get a real reply.
How to Write a Request-for-Quote (RFQ) That Actually Gets a Reply
If you want a factory to take you seriously, you have to write like someone ready to buy—not someone “just curious.” That means you need to speak their language and give them the information they care about.
Here’s what to include in your Request for Quote (RFQ) email:
The 9-Point Checklist for Sourcing Like a Pro:
- Describe your product – What exactly are you making? Be short and sweet. No romance, all business. After you write your first draft, come back to it later and re-write it to be more professional. You’re a passion driven entrepreneur but you’re talking to a business who needs to know you’re a good fit for what they make.
- Volume in weight and size – List the volume if you’ve already figured it out – you can use the can or bottle that you plan to use as packaging as a reference point.
- Packaging details – Bottles, cans, boxes? Include material type and design vision. If you don’t know which size you will need, you can either leave it out or ask the vendor for suggestions – remember, if you work with the standard sizes they are already using, it can speed up the process. Another thing to include if you have clarity is the secondary packaging like a 10 count box or 12. A pallet for Costco.
- Key ingredients or callouts – Is it organic, gluten-free, or packed with protein? Any allergens?
If there are any issues that could limit the factory’s ability to work with you, address them up front. Conversely, you want to highlight.
Anything that would make them feel you’re easy to work with (such as your willingness to work within their current manufacturing processes) - Your order size – List what quantities you are expecting to do for your first order (If you are not sure of the quantity you will need, let them know it will at least be the MOQ.You can also share your expected annual volume if you can accurately guess at this (for example referencing other products you sell on your line or clients you have).
- Photos or mockups – A picture is worth 1,000 words. Show current artwork if it’s ready to go to print. However, do not send a bunch of random concepts or long PDFs from your graphic designer who is still in process. The photos should show final designs.
- Special features – Flag anything unique in the packaging that is important for them to know (or leave it out—more on that below).
- Launch date – When do you need a product in hand? Set realistic expectations based on real manufacturing standards and the assumption you will be the lowest priority because you’re not a big client… yet.
- Where you’ll sell it – Retail, eCommerce, Amazon, etc. This matters because packaging for these different ways of selling will be different. It is also important a manufacturer is confident you expect repeat orders of your product. Include any proof that gives you confidence it will actually sell in a reasonable amount of time.
You’re not just showing them what you want—you’re proving you’ve thought this through.
Want Better Responses? Ask Smart Questions
Here’s the bonus tip: end your email with 2–4 smart questions. Things like:
- What’s your minimum order quantity (MOQ)?
- Do you handle filling and packaging in-house?
- What certifications does your facility have (organic, kosher, etc.)?
- How do you protect your clients’ confidentiality?
Asking the right questions shows you’re serious and knowledgeable—just like a savvy homebuyer asking about the roof, not just the paint color.
📝 Pro Tip: If you’re on the phone instead of email, this checklist doubles as a guide for what to ask and how to qualify the factory in real time.
How to Protect Your Product Idea (Without Being Paranoid)
Let’s get this out of the way: worrying your factory will “steal your idea” is mostly a waste of energy.
It’s not that it never happens—but if you focus too much on protecting your “top-secret formula” before you even have sales, you’re putting your energy in the wrong place.
Here’s a more productive approach:
Send an NDA (and move on)
You can (and should) ask your factory to sign a non-disclosure agreement (NDA) before sharing sensitive info. Most factories already have an NDA to share with you and once you skim it, it should be good to go. But if you’re unsure, you can grab a basic template from LegalZoom, your lawyer, or through our START to SOLD coaching or course program.
Keep it simple and clear in your email:
- “Please don’t disclose that we work together.”
- “Please don’t share our recipe or proprietary process.”
But remember: an NDA is only as strong as the trust you build. If they sign it and give you a reasonable answer about how they protect their clients, it’s time to chill out and focus on your launch.
Still worried? Leave out the “secret sauce”
If you have a unique ingredient or process, leave that out in your RFQ. Instead, describe what type of manufacturing capability you’ll need to work with that ingredient. Just give them what they need to decide whether or not they would like to work with you. Only share the full details once you’ve picked a factory you trust.
Remember, this factory is IN YOUR industry. It’s rare you will have an ingredient or process they have never ever ever heard of, If it’s being discussed in their industry anywhere, they have thought of it.
PLUS if they are open to working with you to manufacture this new ingredient or process (when you’re a start-up)- this also usually means they have the existing capacity or have worked with it before. So your idea often isn’t a secret.
Real Talk: Execution > Ideas
If your idea really is game-changing, most people still won’t be able to steal it successfully—because they’re not you.
They don’t have your:
- Passion
- Dedication
- 80-hour weeks
- Branding
- Loyal customers
- Crazy belief in your brand
They don’t see what you see. That’s your secret weapon.
And even if someone tries to copy you later, by then your brand will be ahead with customers, momentum, and sales. That’s way harder to duplicate than a recipe.
Remember That Your Factory Partner Has Feelings Too
If they sincerely haven’t done anything like this, – they will end up investing money and time to figure out how to make this work for you. They will deserve or fairly ask for a financial commitment because THEY will be afraid YOU will share THEIR secrets or leave before paying for orders to make up for their investments. Trust has to go both ways.
That’s why you need to focus on a partnership with them — so you both feel protected. And you both work towards excellent execution of your idea.
When to Call a Lawyer
If you think your product or process is actually patentable, talk to an attorney. If it’s truly a novel packaging method, ingredient blend, or production process—then yes, consider filing a patent.
But know this: even patents won’t protect you if your brand flops. Sales are your best protection.
Final Thoughts: Stop Worrying and Start Building
Instead of obsessing over NDAs and secrecy, focus on writing a killer RFQ, asking smart questions, picking a factory you trust, and building a brand your customers LOVE.
That’s the part that matters. That’s how you go from idea to income.
Your Next Steps:
- Get a basic NDA (LegalZoom or our coaching template)
- Write out your 9-point RFQ (minus secret sauce, if needed short term)
- Ask great questions using industry terms
- Choose a factory that feels right
- Focus on sales and growing your brand by building customer loyalty
