How to Prepare an RFID Tag RFQ: 10 Specifications Your Supplier Needs
Requesting a quotation for an RFID tag is more than providing a tag size and asking for a price. RFID performance depends on the chip, antenna design, application material, installation position, reading distance, printing requirements, encoding requirements, and operating environment. If key information is missing from an RFQ, suppliers may recommend different tag constructions, making it difficult to compare quotations or determine whether the proposed tag will actually work in the final application. This guide explains 10 important specifications buyers should provide when requesting an RFID tag quotation.
RFID APPLICATIONSOEM RFID GUIDE
8/5/20266 min read
How to Prepare an RFID Tag RFQ: 10 Specifications Your Supplier Needs
Introduction
Requesting a quotation for an RFID tag is more than providing a tag size and asking for a price. RFID performance depends on the chip, antenna design, application material, installation position, reading distance, printing requirements, encoding requirements, and operating environment. If key information is missing from an RFQ, suppliers may recommend different tag constructions, making it difficult to compare quotations or determine whether the proposed tag will actually work in the final application. This guide explains 10 important specifications buyers should provide when requesting an RFID tag quotation.
1. RFID Frequency
The first specification to define is the RFID frequency or frequency band required for the application.
Common RFID categories include:
LF RFID
HF RFID
NFC
UHF RFID
For UHF RFID projects, the exact frequency range may depend on the target market and applicable regional regulations.
If you already have an existing RFID reader, provide the reader model to the supplier. This can help the supplier determine whether the proposed RFID tag is compatible with the existing system.
For example:
RFID Type: UHF
Application: Warehouse inventory
Reader: [Reader model]
If you are unsure which RFID frequency is appropriate, provide the application details instead of selecting a frequency based only on price.
2. RFID Chip
The RFID chip can affect memory capacity, sensitivity, available functions, and overall tag performance.
If you already have a specified chip, include it in the RFQ.
For example:
Impinj M730
Impinj M750
NXP UCODE series
Alien Higgs series
If the chip has not been specified, provide the application requirements and allow the supplier to recommend suitable options.
Important chip-related requirements may include:
EPC memory
TID memory
User Memory
Reserved Memory
Read/write requirements
Security functions
Expected operating environment
The supplier should confirm the actual chip model used in the proposed sample.
3. Tag Dimensions
Specify the required tag dimensions as clearly as possible.
For example:
Size: 70 × 30 mm
Thickness: ≤ 1.0 mm
If there is a strict dimensional limitation, explain why.
For example, the tag may need to fit:
Inside a product
Under a label
Inside packaging
On a narrow plastic surface
In a metal component
Inside a card or wristband
A smaller tag is not automatically better. Reducing antenna size can affect RF performance, especially when a longer read range is required.
If the exact size is flexible, provide the maximum available installation area instead. This gives the supplier more freedom to optimize the antenna design.
4. Application Material and Surface
This is one of the most important specifications in an RFID RFQ.
Tell the supplier what the tag will be attached to or placed inside.
Examples include:
Cardboard
Paper
Plastic
Glass
Wood
Fabric
Electronic equipment
Liquid containers
Metal
Composite materials
For example:
Application: RFID tag attached directly to an aluminum equipment housing.
This information can significantly affect the recommended tag construction.
A standard UHF label designed for cardboard may not perform properly when attached directly to metal.
If the tag will be used on a difficult material, provide photos or drawings of the actual installation area whenever possible.
5. Required Read Distance
Do not simply ask for the “longest possible” reading distance.
Instead, provide the required operating distance.
For example:
Required read distance: 3–5 meters
Or:
Minimum reliable read distance: 2 meters with handheld reader.
The supplier also needs to know how the tag will be read.
For example:
Handheld reader
Fixed reader
Gate reader
RFID printer
Conveyor system
Embedded reader
Multiple antennas
Read distance is affected by many factors, including reader output power, antenna gain, tag orientation, surrounding materials, interference, and tag density.
Therefore, a stated read-distance requirement should ideally be tested under the actual application conditions.
6. Tag Orientation and Installation Position
Explain how the tag will be installed and how the reader will approach it.
For example:
Tag orientation: label mounted vertically
Reader direction: front-facing
Reading distance: approximately 3 meters
This is important because RFID tags may not perform identically from every direction.
If the tag orientation cannot be controlled, state this in the RFQ.
For example:
Tag orientation may vary during reading.
This tells the supplier that orientation tolerance should be considered during sample testing.
7. Operating Environment
Provide information about the environment in which the RFID tag will be used.
Relevant conditions may include:
Temperature
Humidity
Outdoor exposure
Water
Dust
Chemicals
Oil
UV exposure
Mechanical impact
Bending
Washing
Sterilization
High-temperature processing
For example:
Operating temperature: -20°C to +70°C
Outdoor exposure: Yes
Water exposure: Occasional
If the tag will be exposed to an unusual process, describe the process rather than relying only on temperature.
For example:
The tag will pass through an industrial washing process.
This can be more useful to the supplier than simply stating the ambient temperature.
8. Printing and Physical Appearance
If the RFID tag needs printing, specify what needs to be printed.
Possible requirements include:
Company logo
Product name
Serial number
Barcode
QR code
Human-readable number
Warning symbols
Color printing
Variable data
For example:
Printing: Logo + Code 128 barcode + human-readable serial number.
If the printed serial number must correspond to the RFID EPC, state this explicitly.
For example:
Printed serial number and EPC must correspond one-to-one.
You should also specify whether the tag requires:
Matte or gloss surface
White or transparent material
Specific label material
Adhesive type
Special finishing
9. Encoding Requirements
If the tags need to be encoded before shipment, provide the encoding requirements in the RFQ.
Specify:
EPC format
Numbering method
Starting number
Quantity
Encoding data file
Whether EPC corresponds to barcode/QR code
Whether the memory remains writable
Whether password protection is required
For example:
Quantity: 10,000 pcs
EPC: Unique for every tag
Numbering: Sequential
Starting number: Customer to provide
Encoding: Required before shipment
If the tags do not need encoding, simply state:
RFID tags supplied blank; customer will encode locally.
Clearly defining this requirement prevents unnecessary encoding charges and production misunderstandings.
10. Quantity, Packaging, and Delivery Requirements
Finally, provide the commercial requirements.
At minimum, specify:
Sample quantity
Trial order quantity
Estimated annual quantity
Packaging requirements
Target delivery date
Destination country
Shipping terms, if applicable
For example:
Samples: 20 pcs
Trial order: 5,000 pcs
Estimated annual volume: 100,000 pcs
Destination: Germany
Annual volume is useful because some RFID tag suppliers may offer different pricing or production solutions for higher-volume projects.
If you need multiple tag versions, list them separately instead of combining them into one general quantity.
What a Complete RFID RFQ Looks Like
A well-prepared RFQ might look like this:
Application: Asset tracking
RFID Type: UHF
Chip: Supplier recommendation
Tag Size: 70 × 30 mm
Application Surface: Painted metal
Read Distance: Minimum 3 meters
Reader: Fixed reader
Tag Orientation: Variable
Environment: Indoor, -10°C to +60°C
Printing: Logo + QR code + serial number
Encoding: Unique EPC required
EPC/QR Relationship: One-to-one matching
Sample Quantity: 20 pcs
Trial Quantity: 5,000 pcs
Estimated Annual Volume: 50,000 pcs
This gives the supplier enough information to evaluate the application and propose a suitable tag construction.
What Information Should You Send With the RFQ?
Text specifications are important, but supporting materials can make the quotation process much more accurate.
If available, provide:
Product Photos
Show the actual product where the RFID tag will be installed.
Installation Drawings
Provide the available installation area and dimensional restrictions.
Reader Information
Include the reader and antenna model if the system already exists.
Existing RFID Tag Sample
If you are replacing an existing RFID tag, provide the current tag specification or physical sample.
Data Format
If encoding is required, provide a sample encoding file or at least an example of the required data structure.
Environmental Information
Provide information about temperature, water, chemicals, washing, outdoor exposure, or other special conditions.
The more accurately the supplier understands the application, the more meaningful the quotation will be.
Questions to Ask the RFID Supplier
When comparing different quotations, do not compare price alone.
Ask each supplier to confirm:
What RFID chip is included?
What tag construction is being proposed?
What material is the antenna made from?
What are the tag dimensions and thickness?
What read performance was achieved during testing?
Was the tag tested on the actual application material?
What reader and antenna were used during testing?
Is printing included?
Is encoding included?
How is encoding verified?
What is the sample lead time?
What is the mass-production lead time?
What quality-control procedure is used?
What is the minimum order quantity?
What information is required before production?
These questions help ensure that quotations from different suppliers are based on comparable specifications.
Common RFQ Mistakes
Mistake 1: Asking Only for a Unit Price
A request such as “Please quote 10,000 UHF RFID labels” does not provide enough information for a meaningful technical quotation.
Mistake 2: Not Providing the Application Material
A tag that works well on cardboard may behave very differently on metal or liquid-containing products.
Mistake 3: Specifying an Unrealistic Read Distance
Longer read distance usually requires the complete RFID system and tag design to be considered together.
Mistake 4: Not Providing Reader Information
If a reader has already been selected, the supplier should know its model and antenna configuration.
Mistake 5: Ignoring Tag Orientation
If tags can be installed in different directions, this should be included in sample testing.
Mistake 6: Not Defining Encoding Requirements
“RFID tag with serial number” is ambiguous unless it is clear whether the serial number is printed, encoded, or both.
Mistake 7: Comparing Suppliers Using Different Tag Specifications
A lower quotation may simply be based on a different chip, antenna, material, size, printing method, or encoding requirement.
Always compare technical specifications before comparing unit prices.
RFID Tag RFQ Checklist
Before sending your RFQ, confirm that you have provided:
RFID frequency
Chip requirement
Tag dimensions
Application material
Installation position
Required read distance
Reader and antenna information
Tag orientation
Operating environment
Printing requirements
Encoding requirements
Sample quantity
Trial order quantity
Estimated annual volume
Delivery destination
Special packaging requirements
Conclusion
A detailed RFID RFQ helps suppliers recommend the right tag and allows buyers to compare quotations on a like-for-like basis. The most important information is not simply the tag size or unit price, but how the RFID tag will actually be used.
Application material, required read performance, reader configuration, environmental conditions, printing, encoding, and installation method should all be considered before selecting a tag.
If you are not sure which RFID tag specification is appropriate, provide your product photos, application details, reader information, required read distance, and quantity to the supplier. A qualified RFID manufacturer can then evaluate the application and recommend suitable tag options for sampling and testing.
China Smart Card provides customized RFID tags, RFID cards, NFC products, industrial tags, printing, and encoding services for different applications. Contact us with your RFID requirements to discuss a suitable solution.
