Air Filter Buying Guide for International Buyers

An air filter quotation is most useful when it identifies an exact configuration and a clear delivery scope. Before comparing suppliers, define the installation, required performance, quantity and destination. This guide helps distributors, equipment builders and project buyers prepare that information for XINGMAI.

What should an air filter RFQ include?

Send the filter format, actual dimensions with units, required filtration class and test standard, rated airflow, acceptable pressure drop, quantity and delivery destination. Attach a drawing or photographs of the existing filter when available. State which requirements are fixed and which alternatives you are willing to consider.

1. Describe the filter and its installation

A category name is a starting point. A replacement must also fit the equipment. Record the actual width, height and depth, header or flange geometry, gasket location and airflow direction. For pocket filters, include pocket count, pocket depth and the space available behind the holding frame. For rigid filters, identify the housing and the sealing interface.

Keep dimensions tied to a labelled drawing. For example, write “actual frame width × height × depth, in mm” instead of supplying three numbers without units. Do not rely solely on the nominal size printed on a label.

2. Request evidence for the specified performance

State the required rating exactly as it appears in your equipment or project specification, including the test standard. Ask whether the supplied documentation applies to the proposed size, media and construction. Compare pressure-drop values at the same airflow and with the same units.

MERV is a filter particle-capture rating derived from an ASHRAE test method. It does not describe frame dimensions or establish fit. The US EPA explains the rating and the importance of matching a filter to the equipment in its MERV overview. This reference explains the terminology; it does not certify XINGMAI products.

3. Make destination requirements explicit

For buyers in the United States, European countries or Singapore, the installation specification and delivery destination should both appear in the inquiry. A destination name alone is not enough to determine a filter rating or the documentation a project requires.

• United States: If the equipment specification uses inches and CFM, retain those units in the request and identify actual versus nominal dimensions.
• Europe: Name the destination country and reproduce the project’s required classification and test standard. Describe the documentation your customer needs to approve the filter.
• Singapore: Identify the building or equipment application, replacement dimensions and project acceptance requirements, along with the delivery location.

These are inquiry prompts, not claims of country-specific certification or past deliveries.

4. Compare the complete quotation

• Configuration: dimensions, media, frame, seal and proposed alternatives.
• Performance: classification, test documentation, airflow and pressure drop.
• Order: quantity per size, minimum order quantity, sample requirements and production schedule.
• Packing: labels, carton quantities and any pallet or handling requirements.
• Delivery: named destination, quoted delivery term and included transport costs.

Ask suppliers to state exclusions clearly. When a quotation proposes a different material or construction, review its suitability before comparing the price. Confirm payment, delivery and acceptance arrangements in the order documents.

5. Keep an approved specification for repeat orders

After reviewing a sample or proposed configuration, retain the agreed drawing, revision, product identification and packing instructions. Refer to that record when placing a repeat order. If operating conditions or equipment change, ask for another configuration review instead of relying only on the previous product name.

Start your inquiry

Send your specifications to lijiawei@xingmaienv.com or contact XINGMAI on WhatsApp. If some details are unknown, identify the missing fields and include a drawing or existing-filter photo to help the discussion.