A quotation is only as good as the information behind it. Incomplete RFQs lead to rounds of questions, padded prices to cover unknowns, or — worst — a low quote for the wrong part. This guide lists what manufacturers need to quote custom work accurately.
1. Start with the purpose
Two sentences on what the part or product does and where it is used help an engineer choose the right process and spot risks. “Outdoor sensor housing, must be waterproof, mounted on a pole” leads to a very different quote than “indoor display model”.
2. 3D CAD files
| Format | Use it for | Notes |
|---|---|---|
| STEP (.step / .stp) | Machining, molding, sheet metal | Best universal format — exact geometry |
| IGES (.igs) | Older systems | STEP is preferred |
| STL | 3D printing only | Triangle mesh — not suitable for machining or tooling quotes |
| Native (SolidWorks, Fusion, Creo…) | Optional extra | Send STEP as well |
3. 2D drawings
A 3D model shows shape; a 2D drawing (PDF, DWG or DXF) communicates requirements. Include:
- Critical dimensions and tolerances — only where they matter
- Threads (size, class, depth) and inserts
- Surface finish requirements (e.g. Ra values) and cosmetic surfaces
- Material grade and finish (anodize color, powder coat RAL, plating)
- General tolerance standard (e.g. ISO 2768-m) for everything else
- Revision number and date
Tight tolerances everywhere are one of the most common cost drivers. Mark only the features that functionally need them.
4. Quantities — more than one number
Give quantities for each stage: for example 5 prototypes, 200 pilot units, then 2,000 per year. This lets the supplier propose the right process and tooling. A part that is best machined at 50 units may be best molded at 5,000.
5. Electronics: PCBA files
- Gerber files and drill files
- BOM with manufacturer part numbers (MPN), quantities, reference designators
- Pick-and-place (centroid) file
- Assembly drawing; polarity and special instructions
- Firmware and test procedure if programming or testing is required
- Approved alternates — or state “no substitutions”
More on PCB assembly.
6. Commercial and logistics details
- Target delivery date and whether it is fixed
- Delivery destination and preferred Incoterm (EXW, FOB, DAP, DDP)
- Packaging requirements (bulk, retail, labels, barcodes)
- Required documents: material certificates, inspection reports, RoHS/REACH declarations
- Target price or budget range, if you have one
7. Protect what is sensitive
For early quotes you rarely need to share everything. Send the parts that need quoting, and request an NDA before sharing full assemblies or proprietary electronics.
RFQ checklist
- Purpose and use environment
- 3D CAD (STEP)
- 2D drawing with critical tolerances, material, finish
- Quantities per stage
- PCBA files (if applicable)
- Delivery date, destination, Incoterm
- Packaging and documentation needs
- Budget or target price (optional)
Ready? Send your files through our Request a Quote form — it accepts STEP, STP, STL, DXF, DWG, PDF, images and ZIP archives.