Whether you are an OEM in Pune looking to free up shop floor space or a sourcing team in Europe or the Middle East building a second supply base, the decision to outsource sheet metal fabrication to India succeeds or fails on preparation. Clear drawings, agreed approval steps and a shared understanding of shipping terms matter more than the first quoted price. This guide walks through the practical steps, from the RFQ pack to the first trial order.
A supplier can only quote what it can see. Incomplete enquiries lead to assumptions, and assumptions lead to revised quotes or parts that do not fit. A useful RFQ pack contains:
Use metric units and English-language notes throughout, and mark any critical-to-function dimensions so the supplier knows where to concentrate inspection.
Do not move straight from drawing to full production. Ask for a first-article sample, or a small first batch, made with the same material, process and finish planned for production. Check it against the drawing, assemble it with mating parts, and give written approval or a list of corrections. The approved sample, with its drawing revision, becomes the reference for future batches.
Agree the quality documents before the order is placed, because they take time to prepare. Common requests include:
A supplier working under an ISO 9001:2015 quality management system should already have procedures for drawing control, inspection records and handling non-conforming parts. Ask to see how these work for your order.
Agree one point of contact on each side and one channel for technical decisions, normally email, so that approvals are traceable. Every drawing change should carry a new revision letter, and the purchase order should state which revision applies. Short weekly updates with photos during the first orders help build confidence across time zones.
Packing deserves the same attention as the parts. Mild steel parts need rust-preventive oil or VCI film and desiccant for sea transit, where condensation inside containers is common. Stainless steel and aluminium need interleaving to prevent scratches, and should be kept away from carbon steel to avoid surface contamination. Wooden crates and pallets for export should meet ISPM 15 (heat-treated and marked). Each package should be labelled with part number, revision, quantity and gross weight.
Incoterms, published by the International Chamber of Commerce, define where the seller's responsibility ends and the buyer's begins. They do not set the price or decide ownership, but they control who pays for transport, who arranges export and import clearance, and when risk passes. Always state the term with a named place and the Incoterms edition, for example "FOB Nhava Sheva, Incoterms 2020". The three terms buyers ask about most are summarised below.
| Term | Seller's responsibility | Risk passes to buyer | Points to watch |
|---|---|---|---|
| EXW (Ex Works) | Make goods available at the seller's premises | When goods are made available for collection | Buyer handles loading, export clearance and all transport. Overseas buyers often find FCA more practical, because the seller then handles export clearance. |
| FOB (Free On Board) | Deliver goods on board the vessel at the named port and clear them for export | Once goods are on board the vessel | Buyer books and pays sea freight and insurance. Intended for sea and inland waterway transport. |
| CIF (Cost, Insurance and Freight) | Pay sea freight and minimum insurance to the named destination port, and clear for export | Once goods are on board at the port of loading, not at destination | Buyer handles import clearance and duties. Check that minimum insurance cover is enough for your goods. |
For containerised cargo, FCA and CIP are often recommended instead of FOB and CIF because the goods are handed over at a container terminal rather than loaded directly onto the ship. Discuss the term with your freight forwarder before finalising the order.
An Indian supplier that exports must hold an Importer-Exporter Code (IEC) issued by the Directorate General of Foreign Trade (DGFT). It is used in customs filings, and you should confirm your supplier has one before planning an export order.
On GST, a domestic buyer should receive a tax invoice showing both parties' GSTIN, so input tax credit can be claimed, and road movement of goods generally needs an e-way bill. Exports are treated as zero-rated supplies; the exporter either ships under a Letter of Undertaking without paying IGST or pays IGST and claims a refund. Your supplier and its customs broker manage this, but it explains why export invoices look different from domestic ones.
For an export shipment, expect a commercial invoice, packing list and shipping bill, followed by the bill of lading or air waybill. A certificate of origin may be needed depending on the destination. Your importer or customs broker will confirm what is required at your end.
The lowest-risk way to begin is a small trial order covering a few representative part numbers: perhaps one laser-cut flat part, one bent part with tight hole positions and one welded and coated assembly. This tests the supplier's sheet metal fabrication processes, documentation, packing and communication in one go. Review the outcome openly, agree corrections, and then increase volume or add part numbers step by step. A structured approach to engineering and manufacturing outsourcing builds a supply relationship that keeps working long after the first shipment.
Vidhee Eng. Works has fabricated sheet metal parts, panels and assemblies in Navsari, Gujarat since 2004, under an ISO 9001:2015 certified quality management system. We are GST registered, hold a DGFT Importer-Exporter Code for export job work, and dispatch across India by road. To begin, send us your drawing or RFQ pack and we will review it and suggest a sensible trial order.
Send your drawing, material and quantity to Vidhee Eng. Works, Navsari, and get a clear quotation with a delivery date.
Send drawings in PDF, DWG or DXF with STEP files for bent or welded parts, plus material grade and thickness, order and annual quantities, finish requirements, hardware details, inspection documents needed and packing expectations. Mark critical dimensions. The more complete the pack, the fewer assumptions the supplier has to make, and the closer the first quote will be to the final price.
There is no single best term. FOB at a named Indian port is common when the buyer already has a freight forwarder. CIF suits buyers who want the seller to arrange sea freight, though risk still passes at loading. For container shipments, FCA or CIP are often more suitable. Agree the term, named place and Incoterms edition in writing on the purchase order.
The Importer-Exporter Code is issued by the DGFT and is required for export and import transactions from India. It appears in customs filings such as the shipping bill. Vidhee Eng. Works holds an IEC, so it can take export job work. Buyers should confirm any new Indian supplier has one before placing an export order.
Large enough to test real processes, small enough to limit risk. A handful of representative part numbers in modest quantities usually works: a laser-cut part, a bent part and a welded, coated assembly. Use it to check dimensions, finish, documents, packing and communication, then agree corrections before scaling up to regular production volumes.
Share your material, thickness and quantity — we’ll review it and come back with a quote and a delivery date, not just a price.
