If you’re preparing to send your first RFQ (Request for Quote) to an Electronics Manufacturing Services (EMS) provider, you’re likely asking yourself: “What exactly do they need to give me an accurate quote?“
It’s a great question; and the answer can make or break your quoting experience.
At IPS Assembly, we work with everyone from startups to defense contractors. And one of the biggest quote delays we see? Incomplete or unclear RFQ packages. So let’s fix that.
Here’s what you actually need to include in your first RFQ to get a fast, accurate, and realistic quote.
🔍 1. A Clean, Structured Bill of Materials (BOM)
Your BOM is the foundation of the quote. It should include at minimum:
- Line item # (Sr. #, Find Number, etc.)
- Quantity per assembly
- If “As Required” (i.e. for a harness with wire lengths) – known estimates help, otherwise a wiring diagram is crucial for quoting accuracy.
- Manufacturer name
- Manufacturer part number (MPN)
- Description
💡 Alternates Matter:
Clearly indicate whether exact part alternates (i.e., different manufacturers for the same spec part) are acceptable. If only certain alternates are allowed, list them specifically. This dramatically speeds up sourcing and helps avoid costly misquotes or delays.
💡 Bonus: Include reference designators (REFDES), tolerance requirements, and preferred sourcing (if any).
📐 2. Assembly Drawings or Gerber Files (for PCBs)
Whether you’re quoting a PCB assembly or a cable harness, visuals matter.
For PCBAs:
- Gerber files (.zip format with drill and paste layers)
- Assembly drawing (PDF)
- Stack-up or fab drawing if needed
For cables/wire harnesses:
- 2D drawings with dimensions
- Labeling instructions
- Connector part numbers and orientation
📎 Pro tip: Call out critical-to-function components or assemblies requiring special handling.
📦 3. Are You Supplying Anything? (Kitted vs Turnkey)
Let your EMS partner know what you’ll be providing, if anything. Will you:
- Be supplying any components?
- Be providing bare boards?
- Sending a partial kit or requesting full turnkey?
This has a major impact on quoting, sourcing timelines, and inventory planning. The clearer you are, the smoother your build will go.
📈 4. Quantity & Volume Details
Let your EMS partner know:
- How many assemblies you need
- Whether this is a prototype, pilot run, or volume production
- Target delivery date or lead time expectations
⚠️ Quoting 10 units vs 10,000 units results in vastly different pricing strategies, part sourcing decisions, and build methods.
🧪 5. Testing, Packaging & Special Processing Requirements
Include any:
- Test instructions, test point callouts, or functional testing needs
- Conformal coating, potting, staking, or encapsulation
- Packaging specs (ESD-safe, individual boxing, serialization, labels/barcodes)
- Military or IPC class build requirements
This ensures your quote reflects all value-added operations – no surprises later.
📝 6. The More Notes, the Merrier
Seriously, context is key. Add any:
- Alternate or drop-in part numbers
- Special handling instructions
- Revision control notes
- Regulatory/compliance flags (RoHS, ITAR, DFARS, etc.)
🙋♂️ Not sure what to include? Ask.
At IPS, we’re happy to review RFQs and guide you through the process. It’s better to over-communicate than to assume something is understood.
⚡ Why It All Matters
When EMS suppliers get a complete, well-organized RFQ, they can:
- Turn quotes around faster (often within 24 hours)
- Avoid assumptions or pricing gaps
- Offer cost-saving suggestions up front
- Lock in accurate lead times, especially for production volume runs
Incomplete packages cause delays, back-and-forth emails, and quote revisions.
🏭 The IPS Difference
At IPS Assembly, we make it easy to go from quote to build, whether it’s your first prototype or a full-scale production order. Based in Livonia, Michigan and ITAR-registered, we specialize in:
- PCB Assembly (SMT + THT) – including bare board support (design & fabrication)
- Wire & Cable Harnesses
- Electromechanical Box Builds
- Turnkey & Kitted Jobs
- Defense & Industrial Grade Builds
Our quoting process is fast, collaborative, and designed for speed and precision ⚡
📩 Ready to get started?
Email your RFQ package to info@ipsassembly.com or submit your quote request online.
