What Does an EMS Provider Need to Quote Your PCB Assembly?
What helps an EMS provider prepare an accurate quotation?
We put that question to the VESLA colleagues who review the materials, production data and technical requirements: Radka Dvořáková, Purchase Assistant & General Operations; Jaromír Sysel, Production Manager; and Vojtech Pardubicky, Technical Director. Their answers form this practical guide to preparing an RFQ that gives everyone a clear picture of what needs to be built.
A useful request for quotation (RFQ) brings together the component list, production data, quantities and expected scope of work. Here is what to prepare.
Start with the product and quantities
Identify the product, PCB revision and assembly variant you want quoted. State the quantity required for the initial order and any other quantities you would like to have quoted. Include your target delivery date and, if available, expected follow-up volumes.
Distinguish the number of finished assemblies from the quantity of each component per board. Unclear quantities are among the issues raised by both sourcing and production, and they affect material calculations and quotation accuracy.
Provide a BOM that identifies every component
Radka’s essential BOM fields are:
· Supplier reference, where applicable
· Quantity per assembly
· Manufacturer
· Manufacturer part number
· Component description or value
· Package or footprint
· Approved alternative part numbers, if applicable
· Clearly identified BOM revision
Include component reference designators so each BOM entry can be matched to the assembly data. Clearly identify any components that should not be fitted for the requested variant.
The manufacturer part number is particularly important. A description or value alone may leave several possible components, and the sourcing team needs to know which exact part is intended.
Radka also highlights obsolete, discontinued and difficult-to-source components. State which alternatives are already approved and where changes require your agreement. This gives sourcing a clearer basis for assessing availability.
Include the PCB and assembly files
Provide a coherent set of production data, including:
· Gerber or ODB++ files and the necessary PCB fabrication information
· Pick-and-place data
· Assembly drawings
· Fabrication notes and special process requirements
Clearly identify the revision of each file and how it relates to the requested product. If some information is still preliminary, flag it so the quotation can identify the assumptions that remain open.
Define what you want VESLA to deliver
Explain the scope of the requested work: component sourcing, PCB supply, assembly, programming, testing, coating or further product assembly, as applicable.
Include specific manufacturing instructions and relevant build documentation. Jaromír highlights incomplete documentation and missing special requirements as recurring problems. Requirements introduced later may change the production steps and the original cost estimate.
Explain testing and quality requirements
Specify what must be tested, the test conditions and the acceptance limits. If a fixture or jig is needed, provide the current documentation and clarify whether it already exists or needs to be developed.
Also state the required quality and acceptance criteria, including any applicable standard and class. “Fully tested” or “high quality” does not explain which checks, limits or records your project requires.
Jaromír’s feedback includes incorrectly specified test parameters and incomplete quality requirements. Clarifying these at the quotation stage helps the team account for the work involved.
Check the package before sending
Before submitting your RFQ, confirm that the quantities are clear, the BOM matches the assembly data and all documents belong to the intended release. List any unresolved decisions in the accompanying message.
A complete package reduces clarification rounds. Where information is still missing, being explicit helps everyone understand what can be quoted and what needs further review.
Prepare your quotation with the whole team
Have a project to quote, or need help completing the RFQ package? Arrange a preparation meeting with VESLA. Alongside sales, Radka, Jaromír and Vojtech can contribute to the sourcing, production and technical input your project needs. That early discussion helps establish a shared basis for the quotation and for subsequent DFM and production preparation.
