A custom straw hat RFQ should give each supplier enough information to quote the same product scope, identify open decisions and state what is included—or excluded. Otherwise, one supplier may quote a natural-fiber hat with a woven label and individual packing while another assumes paper braid, a printed patch and bulk packing. The prices may look comparable, but the products are not.

You do not need every detail finalized before requesting a first review. “Not sure yet” is useful when paired with a reference, intended use or supplier question. Separate each field into one of three states:

Confirmed: Approved by the buyer and ready to quote.
Proposed: A preferred direction that the supplier may review or refine.
Pending: Not decided, awaiting evidence or marked “Not sure yet.”

This distinction exposes assumptions and makes revised quotations easier to audit.

Minimum Viable Brief vs. Complete RFQ

A minimum viable brief is enough to begin a feasibility discussion. A complete RFQ is designed for comparable commercial quotations and a controlled sampling process.

RFQ area	Minimum viable brief	Complete RFQ
Project	Brand, product use and target market	Project name, sales channel, customer profile, season and SKU plan
Product	Reference image or preferred hat family	Dimensions, material, weave, construction, color, trims and tolerances
Sizing	Adult, youth or “Not sure yet”	Head-circumference targets, size breakdown, measurement method and fit notes
Branding	Logo file or visual reference	Artwork version, dimensions, colors, method, placement and backing details
Quantity	Estimated total or range	Quantity by SKU, color and size, plus reorder assumptions
Labels	“Private label required” or “Not sure yet”	Brand, size, composition, care, country-of-origin and tracking-label requirements
Packing	Bulk, individual or “Please propose”	Unit pack, supports, carton arrangement, marks and packed dimensions
Delivery	Destination country and required in-hand date	Full destination, delivery point, Incoterms® request and milestone dates
Compliance	Market, age group and intended claims	Applicable rules, test standards, document owners and acceptance criteria
Sampling	Physical sample required or “Please advise”	Sample stages, review criteria, approvers and change-control rules
Commercial	Request for itemized quotation	Currency, price basis, tooling, samples, testing, freight, validity and payment structure

If development is early, send the minimum viable brief and ask the supplier to separate assumptions and questions from confirmed specifications.

Prefer to work in a spreadsheet?
Download the RFQ & Tech Pack Starter and complete only the fields you know. Mark the rest as proposed or pending.

1. Define the Product Direction

Start with the hat’s commercial role: retail, private label, staff uniform, hospitality, event, promotional program or another use. Add the target customer, season, sales region and positioning.

Then identify the closest hat family or attach a reference image. The category is a starting point, not a complete specification.

A category name is only a starting point. Add reference views and specify:

Crown shape, height, taper, crease or pinch
Brim width at defined measurement points
Brim angle, curve or flatness
Edge treatment, binding or reinforcement
Chin cord, sweatband, lining or adjustment feature
Intended hand feel and visible finish
Packable, structured or “Not sure yet—please propose”

Label each reference by purpose: “Image A for crown shape, Image B for brim proportion and Image C for color only.”

Measure crown height and brim width from agreed landmarks. Record internal circumference along the inside of the sweatband rather than estimating fit from an external dimension.

Common style references

Use these pages to identify the nearest silhouette before completing the RFQ. The selected page does not replace measurements or sample approval.

Lifeguard straw hats — wide-brim and chin-cord directions
Straw fedora hats — pinched or creased crown directions
Straw boater hats — flat crown and brim directions
Straw bucket hats — compact downward-brim directions

2. Specify Material and Construction

“Straw” is not a complete material description. It may refer to different plant fibers, paper-based braids, synthetic materials, mixed constructions or a visual style.

If the material is confirmed, state its commercial name and composition. If not, describe the required appearance and performance direction, then request options with declared composition.

Record:

Material or composition
Braid, weave or body construction
Open, close or mixed-weave direction
Color reference and permitted natural variation
Stiffening or forming direction, if known
Crown and brim reinforcement
Edge construction
Sweatband, lining and trims
Finished-weight target, only if relevant and measurable
Reference sample or approved material swatch

Do not infer stiffness, packability, airflow or shape recovery from a fiber name. Review those characteristics on the actual material-and-construction sample.

If you are uncertain, write: “Material pending. Please propose options that can achieve the referenced shape, surface and branding method, with composition clearly declared.”

3. State the Sizing and Fit Requirements

Even “one size fits most” needs a measurable fit target. Identify the intended wearer and size system.

Useful sizing inputs include:

Target head circumference
Finished internal circumference
Size names and size breakdown
Crown depth
Fit preference: close, regular or relaxed
Sweatband thickness
Internal adjustment range, when applicable
Chin-cord or rear-adjustment requirements
Measurement landmarks and method

ISO 8559-1 provides general anthropometric definitions; it is not a universal hat-sizing specification. Buyer and supplier must agree on the hat measurements and method.

If sizing is pending, identify the wearer—such as “adult unisex retail” or “youth team program”—and request a proposed size plan.

4. Make Artwork and Logo Instructions Production-Ready

Attach artwork, but keep it separate from the application specification, which defines how it should appear on the hat.

For each branding location, provide:

Artwork filename and version
Vector file when available
Logo width and height
Color references
Application method
Placement measured from agreed landmarks
Orientation
Backing, border or attachment requirements
Acceptable simplification, if any
Reference photo or mockup

Possible branding routes include a patch, woven label, printed label, band treatment, hangtag, under-brim print or another sampled method. Explore custom straw hats with a logo for common placement directions.

A mockup can confirm scale and layout, but not how artwork interacts with weave openings, surface variation, crown curvature or reinforcement. Include a decorated physical sample in the approval plan.

When the method is open, say: “Logo position confirmed; application method pending supplier recommendation and decorated-sample approval.”

Dark Weave Leather Patch Lifeguard Straw Hat 3 Terra Hats

5. Break Quantities Down by SKU

A project total does not reveal the assortment. Give quantities by configuration because material, color, size and decoration changes may affect pricing and production planning.

Use a SKU table:

SKU	Style	Material/color	Size	Logo version	Quantity	Status
SH-01-NAT-M	Fedora direction	Natural / pending approval	M	Main logo	[Qty]	Proposed
SH-01-NAT-L	Fedora direction	Natural / pending approval	L	Main logo	[Qty]	Proposed
SH-02-BLK-OS	Wide-brim direction	Black	One size	Tonal logo	[Qty]	Confirmed

Also state:

Total estimated order quantity
Whether quantities are firm, forecast or range estimates
Whether mixed sizes or colors may share a style
Expected reorder pattern, if known
Whether spare labels, packaging or replacement components are requested

If “1,000 hats” means ten SKU combinations, quote the quantity for each configuration.

6. Define Labels and Packaging

Labels and packing affect sample scope, compliance review, presentation, carton volume and freight comparison. Include them from the first RFQ.

Labels and private-label components

List every required component:

Brand label
Size label
Composition label
Care information
Country-of-origin marking
Tracking information where applicable
Hangtag
Barcode, SKU or retail price label
Packaging warnings or market-specific text

For a coordinated label and trim program, review private-label straw hat options.

Mark copy and translations as confirmed, proposed or pending buyer review. The buyer should confirm market-specific wording with a qualified adviser where needed; a supplier should not infer it from a logo file.

Unit and master packing

Define or request a proposal for:

Individual polybag, paper sleeve, box or bulk pack
Tissue, crown support, brim separator or other protection
Folding, rolling or nesting method, only when validated for the SKU
Units per inner and master carton
Color and size assortment per carton
Carton dimensions and gross weight
Carton marks
Barcode and shipping-label position
Pallet or warehouse requirements
Post-unpacking acceptance condition

Dimensional weight may affect freight charges when a shipment occupies more space relative to its actual weight. Request packed dimensions and weights using the quoted pack-out rather than comparing unit prices without packaging data.

Compare freight exposure per hat—not carton size alone.
Ask each supplier for the packed carton length, width, height, gross weight and hats per carton. Calculate shipping volume per hat = carton volume ÷ hats per carton, then apply the current carrier or freight quotation. A rigid, non-nestable shape can carry a higher freight cost per hat even when its unit price is lower. Do not reuse a dimensional-weight divisor or freight rate from another route.

For transit-sensitive shapes, provide the distribution route and ask whether a packaging test plan is needed. Any ISTA procedure and acceptance criteria must be selected for the actual product and route.

7. Give the Destination and Required In-Hand Date

“Ship in September” is not a delivery requirement. State the destination and required in-hand date.

Include:

Destination country
Postal code and delivery city
Port, airport, warehouse or final-delivery point
Required in-hand date
Launch, event or retail date
Receiving restrictions or appointment rules
Preferred shipping method, if known
Requested Incoterms® rule and named place, if known
“Not sure yet—please quote alternatives” where appropriate

State the named place and Incoterms® version. Terms such as “FOB,” “EXW” or “DDP” without a location are incomplete. Incoterms® allocate defined delivery responsibilities, costs and risks; they do not set payment, title, product quality or remedies and do not replace the sales contract or schedule.

Ask the quotation to distinguish factory completion, shipment handover and required delivery. This prevents a production date from being mistaken for the buyer’s in-hand date.

8. Make Compliance and Testing Destination-Specific

“Standard certification required” is not a usable compliance brief. Applicable obligations depend on the destination, product, intended user, materials, decoration, labeling, claims and the parties’ supply-chain roles.

Use a two-level review so an early RFQ does not become a full compliance audit:

Core RFQ screening: For every project, state the destination market, intended age group, known materials, sales channel, proposed labels and intended claims. The purpose is to identify possible triggers, not to declare the product compliant.
Triggered review: Add market-specific tests and documents only when the final product, age group, retailer, material, component or claim requires them—for example, a children’s product assessment, substantiation for a UPF claim or documentation for a regulated substance.

At RFQ stage, identify:

Destination market
Intended age group
Product classification
Material and decoration scope
Required labeling
Intended marketing claims
Buyer-nominated standards or tests
Required reports, declarations or certificates
Responsible party for testing and documentation
Approval deadline

For products intended primarily for U.S. children aged 12 or younger, decoration and accessible components may affect CPSC testing, certification and tracking-information obligations. Assess the finished SKU rather than relying on documentation for an undecorated blank.

For EU sales, review the General Product Safety Regulation and any applicable textile-composition rules against the final product and supply-chain role. Do not assume a generic “CE” request applies to every hat, or that one certificate establishes compliance for every SKU.

If UV protection will be marketed, state the exact claim and proposed test route. Brim width or a close-looking weave does not establish a UPF rating. AATCC TM183 measures UV transmission through fabrics and ASTM D6603 addresses labeling of UV-protective textiles, but suitability must be confirmed for the finished product and intended claim.

Do not approve broad environmental claims such as “eco-friendly,” “green” or “sustainable” without specific substantiation.

When requirements are unknown, write: “Compliance scope pending. Product is intended for [market] and [age group]. Supplier to identify available material and test documentation; buyer to confirm final legal requirements.”

9. Define the Sampling and Approval Process

Sampling should resolve named questions, not simply produce “a sample.” Use stages only where they add a distinct approval decision:

Material or color reference
Shape and construction sample
Decorated sample
Labels and packaging review
Final pre-production reference

For each stage, identify the review scope, approver and retained evidence.

A useful approval record includes:

Sample ID and date
Specification version
Artwork version
Measurements
Photos from agreed views
Color and material reference
Approved deviations
Open issues
Approver and approval date
Changes that require another sample

Keep one consolidated comment sheet and versioned approval record.

The TerraHats sample policy can help structure a project-specific review, but sampling scope, cost and timing should be confirmed in the quotation.

10. Request an Itemized Commercial Quote

Ask every supplier to show the same commercial fields; do not prefill a universal MOQ, price or lead time:

Quoted product and specification version
Currency
Quantity and unit price by SKU
Price basis and named place
Incoterms® rule and version
Material, decoration and packaging included
Sample charges
Artwork, mold, tooling or setup charges
Label and packaging charges
Testing or inspection charges
Freight and insurance status
Duties and taxes status
Payment structure
Quote validity
Production and delivery assumptions
Exclusions
Open technical questions

Do not compare headline unit prices until the scope is normalized.

Normalize Supplier Quotations Before Choosing

Comparison field	Supplier A	Supplier B	Supplier C
Specification version quoted
Quantity by SKU
Material and construction
Logo method and locations
Labels included
Unit packing included
Master-carton basis
Incoterms® rule and named place
Sample/setup/tooling charges
Testing/inspection charges
Freight, duty and tax status
Required approvals
Schedule assumptions
Exclusions and pending items

If one supplier proposes a different material, packing method or logo application, treat it as an alternative offer—not a direct price comparison. Keep the requested base scope and supplier alternatives in separate columns.

Copy-and-Paste Custom Straw Hat RFQ Template

Subject: RFQ – Custom Straw Hat Project – [Brand / Project Name]

1. PROJECT
Brand/company:
Project name:
Intended use:
Target customer:
Destination market:
Target season or launch:
Status: Confirmed / Proposed / Pending

2. PRODUCT DIRECTION
Hat style:
Reference images or links:
Crown shape and dimensions:
Brim shape and dimensions:
Edge treatment:
Functional details:
Other construction notes:
Status:

3. MATERIAL AND COLOR
Requested material/composition:
Weave or braid direction:
Color reference:
Acceptable natural variation:
Stiffness/finish direction:
Material documentation required:
Status:

4. SIZING
Adult/youth/children:
Target head circumference:
Size range:
Quantity by size:
Adjustment requirements:
Measurement method:
Status:

5. ARTWORK AND BRANDING
Artwork filename/version:
Logo method:
Finished logo dimensions:
Placement:
Color references:
Additional branding locations:
Decorated sample required:
Status:

6. QUANTITIES
SKU table attached: Yes / No
Estimated total:
Quantity by style/color/size:
New order or reorder:
Forecast or firm quantity:
Status:

7. LABELS
Brand label:
Size label:
Composition/care label:
Country-of-origin marking:
Tracking information:
Hangtag/barcode/SKU label:
Copy and translations:
Status:

8. PACKAGING
Unit pack:
Shape-protection components:
Units per carton:
Carton assortment:
Carton marks:
Packed dimensions and weights required:
Transit test requirement:
Status:

9. DELIVERY
Destination country:
City/postal code:
Port/airport/warehouse:
Required in-hand date:
Launch/event date:
Preferred shipping method:
Requested Incoterms® rule, named place and version:
Status:

10. COMPLIANCE AND TESTING
Intended age group:
Applicable market requirements:
Required test standards:
Marketing claims requiring evidence:
Documents required:
Testing/document owner:
Status:

11. SAMPLING AND APPROVAL
Material/color review:
Shape sample:
Decorated sample:
Label/packaging review:
Approver:
Approval criteria:
Status:

12. COMMERCIAL QUOTE REQUEST
Please state:
- Currency and price by SKU/quantity
- Included material, decoration, labels and packing
- Sample, setup, tooling and testing charges
- Incoterms® rule, version and named place
- Freight, duty and tax status
- Payment structure and quote validity
- Schedule assumptions
- Exclusions
- Supplier-proposed alternatives

Attachments:
[Artwork]
[Reference images]
[SKU quantity table]
[Measurement sheet]
[Label copy]
[Packaging specification]
[Compliance/testing brief]

Open questions / “Not sure yet” items:
1.
2.
3.

Turn the RFQ Into a Controlled Buying Record

A useful RFQ makes decision status visible. Confirm what you know, label preferred directions as proposed and keep unresolved questions pending. Require every quotation and sample to reference the same specification version. That creates a cleaner path to comparable quotations, controlled samples and a production-ready approval record.

Prepare your supplier-ready brief.
Download the RFQ & Tech Pack Starter, then contact TerraHats to share your product direction, artwork, SKU quantities, destination and required in-hand date.

Custom Straw Hat RFQ Checklist for Brand Buyers

Table of Contents

Minimum Viable Brief vs. Complete RFQ