Smart Lock RFQ Checklist: What Buyers Should Send Suppliers
Use this smart lock RFQ checklist to send suppliers the right door, mortise, function, app, quantity, OEM, packaging and market requirements before quotation.
segulock
9/29/20265 min read
Smart Lock RFQ Checklist: What Buyers Should Send Suppliers Before Quotation
A buyer sends a smart lock supplier a message:
“Please quote your best price for 500 smart locks.”
The supplier replies:
“Which model?”
The buyer sends a photo.
Then the supplier asks:
“What door thickness?”
“What mortise?”
“TTLock or Tuya?”
“Do you need fingerprint?”
“Do you need OEM logo?”
“What is the destination market?”
“What packaging do you need?”
Several emails later, there is still no final quotation.
This is a common problem in B2B smart lock sourcing.
The issue is not necessarily slow communication. A smart lock quotation depends on much more than product appearance and order quantity.
Mechanical structure, door compatibility, software platform, access methods, accessories, branding, packaging and destination-market requirements can all affect the final configuration.
A better approach is to prepare a smart lock RFQ checklist before contacting suppliers.
This guide explains what importers, distributors, private-label brands and project buyers should include in a smart lock request for quotation so suppliers can recommend the right configuration and prepare a more meaningful offer.
What Is a Smart Lock RFQ?
RFQ means Request for Quotation.
For a simple commodity, an RFQ may only need:
Product
Quantity
Delivery destination
Smart locks are different.
They combine:
Mechanical lock components
Electronic hardware
Firmware
App or access-control platform
Door installation requirements
Accessories
Packaging
Branding
Market-specific requirements
That means a useful smart lock RFQ should describe not only how many locks you want, but also what the locks need to do and where they will be installed.
The clearer the specification, the easier it becomes to compare supplier quotations on the same basis.
1. Start With Your Buyer Type and Application
Before selecting technical specifications, tell the supplier what the locks are for.
Examples include:
Hardware distribution
Smart-home retail
Apartment buildings
Rental properties
Airbnb operations
Hotels
Offices
Villas
Residential entrance doors
Property-development projects
Private-label product lines
Installer projects
This information helps suppliers understand what type of solution you are actually sourcing.
For example, a distributor building a retail product line may prioritize:
Easy installation
Multiple door compatibility
Simple user operation
Attractive packaging
Spare parts
Repeat-order consistency
An apartment project may care more about:
Administrator control
Temporary access
User deletion
Gateway architecture
Access records
Installation standardization
Do not start an RFQ with only:
“Send your smart lock catalog.”
Instead, explain the commercial application.
2. State the Destination Market
Include the country or market where the smart locks will be sold or installed.
For example:
Mexico
Colombia
United States
Spain
Saudi Arabia
Philippines
The destination market can affect several purchasing decisions.
These may include:
Common door structures
Preferred language
Packaging language
App expectations
Wireless configuration
Power or accessory requirements
Documentation
Compliance requirements
Do not assume that one specification is automatically suitable for every market.
A useful RFQ might say:
Destination market: Mexico
Sales channel: hardware distributors and installers
Main application: residential entrance doors and rental apartments
This gives the supplier much more context than a country name alone.
3. Provide the Expected Quantity
Quantity is necessary for quotation, but avoid giving only a vague statement such as:
“We need a lot.”
Provide the purchasing stage instead.
For example:
2–3 samples for evaluation
50 units for a pilot installation
300 units for a trial order
1,000 units for commercial launch
Estimated repeat orders after market validation
If you are still testing the market, say so.
The supplier can then distinguish between:
sample evaluation → pilot order → commercial order → repeat supply
Do not imply a large annual volume simply to request a lower price.
A realistic purchasing plan creates a better basis for discussing product selection, customization and future supply.
4. Send Door Type Information
Door compatibility should be addressed before selecting a smart lock.
Tell the supplier what type of doors the product must fit.
Possible information includes:
Wooden door
Metal door
Security door
Aluminum door
Glass door
Interior door
Exterior entrance door
Gate
When possible, send:
Door photos
Existing lock photos
Door-edge photos
Existing hole pattern
Measurements
Installation drawings
A smart lock can have excellent electronic functions and still be unsuitable if the mechanical installation does not match the target door.
For large projects, test the selected lock on the real door before approving the full order.
5. Confirm Door Thickness
Door thickness is one of the simplest specifications to provide, but it is frequently missing from early inquiries.
Measure the actual door thickness rather than estimating it from a photo.
Example:
Door thickness: approximately 45–55 mm
Door thickness can affect:
Screw length
Spindle length
Cylinder configuration
Front/rear panel installation
Accessory selection
If several door types exist in the project, provide the thickness range for each type.
Do not assume that one accessory kit will automatically fit every door.
6. Specify the Existing Mortise or Latch
The mortise is a critical part of smart lock compatibility.
Depending on the lock and market, the buyer may encounter different:
Mortise dimensions
Backsets
Center distances
Faceplate dimensions
Latch arrangements
Bolt configurations
If you are replacing an existing lock, send the supplier:
A photo of the door edge.
A photo of the existing lock body.
Mortise dimensions.
Backset measurement.
Center-distance measurement where relevant.
Faceplate dimensions.
Do not rely only on a phrase such as:
“Standard mortise.”
What is considered standard in one market may not match another installation.
7. Confirm Door Opening Direction
Tell the supplier whether the installation requires:
Left-hand opening
Right-hand opening
Inward opening
Outward opening
Some smart locks can be configured for different directions, but the exact procedure depends on the model.
For project orders, confirm this during sample testing instead of waiting until installation begins.
8. Define the Required Unlocking Methods
Do not ask for “all functions” unless the market actually needs them.
List the required access methods.
Common examples include:
Fingerprint
PIN code
RFID card
Mechanical key
Bluetooth
App unlocking
Temporary password
Remote unlocking
Face recognition
Palm recognition
Separate the functions into:
Required
Functions the product must have.
Optional
Functions you would like to compare.
For example:
Required:
Fingerprint
PIN
RFID card
Mechanical key
App management
Optional:
Wi-Fi remote control
Camera
Doorbell
This helps suppliers recommend a suitable model rather than automatically quoting the highest-feature version.
9. Specify the App or Management Platform
If the project needs app management, state your preferred ecosystem.
Common questions include:
Do you need TTLock?
Do you need Tuya?
Do you only need Bluetooth management?
Do you require internet-based remote management?
Do you need temporary PIN codes?
Do you need access records?
Do you need gateway connectivity?
If you have not selected the platform yet, compare the required functions rather than choosing based only on the platform name.
SEGULOCK's Tuya vs TTLock Smart Locks guide explains several factors buyers can compare before selecting a platform.
10. Clarify Whether a Gateway Is Required
A common RFQ mistake is requesting “remote control” without defining what remote control means.
For some lock configurations, a phone can communicate with the lock locally through Bluetooth.
Certain internet-based remote functions may require a compatible gateway.
If your project uses TTLock-compatible devices, determine:
Whether a gateway is required
Which remote functions are needed
Number of locks
Building layout
Network availability
Gateway placement
Administrator structure
For multi-lock projects, review the TTLock Gateway Guide before finalizing the RFQ.
Do not treat gateways as an accessory to add after the entire lock quotation has already been approved.
11. Describe Emergency Access Requirements
Ask how users can open the door if normal electronic access is unavailable.
Depending on the model, emergency options may include:
Mechanical key
Emergency external power
Administrator access
Other model-specific backup methods
Your RFQ should specify which backup methods are required.
For a distributor, these features also affect:
Sales training
Installation manuals
Customer support
Spare-part planning
The exact emergency-access design should be confirmed for the specific model.
12. Define the Installation Environment
Tell the supplier whether the lock will be installed:
Indoors
Under a covered exterior entrance
On an exposed exterior door
On an outdoor gate
In humid conditions
In coastal environments
In unusually hot or cold environments
Do not simply request a “waterproof smart lock.”
Instead, describe the actual environment and ask what the specific model is designed and tested for.
An ingress-protection rating, where applicable, is only one part of evaluating outdoor suitability.
Installation exposure, door design, sealing, corrosion risk and operating conditions can also matter.
13. State Your Finish and Color Requirements
Specify the desired appearance.
Common requirements may include:
Black
Silver
Satin nickel
Bronze
Gold
Other project-specific finishes
If color matching is important, ask how the final finish will be approved.
For OEM projects, consider keeping:
An approved sample
Finish reference
Artwork reference
Packaging reference
The goal is to reduce ambiguity before production.
14. List the Required Accessories
A smart lock quotation should make clear what is included.
Depending on the product, accessories may include:
Mortise or latch
Strike plate
Mechanical keys
RFID cards
Screws
Spindles
Installation template
Manual
Gateway
Additional lock body
Other installation hardware
Ask the supplier to specify:
Included / Optional / Not included
This makes quotation comparison much easier.
Two smart locks with similar unit prices may not include the same accessory package.
15. Explain Your OEM or Private-Label Requirements
If you are building your own brand, tell the supplier which customization you need.
Possible requirements include:
Logo on the lock
Customized gift box
Private-label carton
Product label
Model number
Barcode
User manual
Installation guide
Custom language
App-related customization where available
Product appearance changes
New mold or structural development
Separate simple branding from deeper product development.
Printing a logo on an existing product is very different from changing:
Housing
Electronics
Firmware
Mechanical structure
App experience
If you need broader product development rather than basic branding, mention that in the first RFQ.
SEGULOCK's factory and OEM/ODM page provides an overview of its B2B supply and customization positioning.
16. Define Packaging Requirements
Packaging can affect both cost and customer experience.
Your RFQ may need to specify:
Neutral packaging
SEGULOCK packaging
Private-label box
Printed color box
Inner protection
Master carton requirements
Barcode
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