The RFQ checklist: what you need before quotes become comparable
Non-comparable quotes are usually an input problem, not a supplier problem. Here is the minimum and the recommended data set per category.
6 min read · 2026-08
Four items every category needs
Whatever the part, missing any of these four distorts the quotation — and the difference comes back later as an engineering change or a price increase.
- ▪Annual volume and batch size (EAU and minimum order quantity)
- ▪Target price or current benchmark (a range is fine)
- ▪Applicable standards and acceptance method (IATF, customer-specific requirements)
- ▪Packaging, labelling and delivery term (EXW / FOB / DDP)
PCBA / EMS package
Electronics quotes are dominated by the bill of materials, so BOM discipline decides comparability.
- ▪Gerber or ODB++ files, stack-up and impedance requirements
- ▪BOM with manufacturer part numbers, marking which items allow alternates
- ▪Pick-and-place coordinates and silkscreen requirements
- ▪Test requirements: ICT / FCT / programming / burn-in, and who owns the fixtures
- ▪Traceability: serial numbers, barcodes, batch records
Harness and connector package
Harness cost is terminals, housings and labour; connector alternatives need validation evidence on top.
- ▪Harness drawing with lengths, branches, housings and tie positions
- ▪Terminal and housing part list, or the original numbers to be substituted
- ▪Wire gauge, colour code and temperature class
- ▪Impedance, insertion loss and return loss targets for RF links
- ▪Installation space and routing constraints
Tooling and BLDC motor package
Structural parts and motors are quoted off the model and duty cycle; missing either forces a range price.
- ▪3D model (STEP) and 2D drawing with critical dimensions and datums
- ▪Material grade or performance requirement (temperature, flammability, UV)
- ▪Cosmetic class and surface finish
- ▪Tool life, cavity count and tool ownership terms
- ▪Motor: torque, speed, voltage, interface dimensions and noise limits
When the package is incomplete
A complete package is rare in practice. We reverse-engineer from samples or existing parts, issue a preliminary quotation with the assumptions written out, and flag which prices will move once data is complete — rather than pushing a low number that will not hold.
Document FAQ
- Can we quote from a physical sample only?
- Yes. We produce a reverse-engineered drawing and preliminary BOM from CMM measurement and material identification. It adds 1–2 weeks but makes the resulting quotes comparable.
- Do brands have to be specified in the BOM?
- For critical devices yes, with alternates explicitly allowed or forbidden. Generic passives can stay open — that is usually where the cost headroom is.
- Do we need an NDA before sending data?
- We recommend a mutual NDA before drawings and BOMs are shared, and we impose the same obligation on the supplier side.