Quick answer
An RFQ file checklist for overseas PCB assembly buyers should include controlled Gerber data, BOM, placement files, assembly drawings, test requirements, firmware notes, quality expectations, target quantity, delivery market and packaging requirements. The purpose is not only to get a price, but to help the PCBA supplier identify DFM, BOM, testing and traceability risks before quotation and pilot production.
Key definition
An RFQ file checklist is a controlled list of engineering, sourcing, testing and delivery inputs that a buyer sends before a PCBA manufacturing quotation. A complete checklist helps the supplier quote the same product that engineering intends to build, instead of guessing materials, acceptance criteria, testing boundaries or shipment requirements.
Why overseas buyers need a stricter RFQ checklist
Overseas PCBA projects are exposed to time-zone delays, language gaps, material lead-time changes and expensive rework after shipment. A quotation based only on Gerber files and a BOM may miss test fixtures, firmware loading, conformal coating, critical components, export packing, label rules or regional manufacturing requirements. These missing details usually appear later as price changes, schedule slips or quality disputes.
Keep Best treats RFQ review as the first manufacturing control point. Buyers can use PCBA manufacturing services, DFM review support, quality management and traceability, OEM electronics contract manufacturing, ODM product design support, box build assembly, industry PCBA solutions and the RFQ submission path as the internal route for clarifying scope before production.
Core RFQ files for PCB assembly quotation
1. Gerber files and fabrication notes
Gerber files define copper layers, solder mask, silkscreen, drill data and board outline. For PCB assembly buyers, the supplier also needs fabrication notes that affect assembly: board thickness, copper weight, surface finish, panel size, controlled impedance, solder mask color, V-cut or routing method and special tolerances. If the board is supplied by the customer, state whether Keep Best should only assemble the board or also review bare-board manufacturability risks.
2. BOM with manufacturer part numbers
The BOM should include reference designators, quantity per board, manufacturer part number, approved alternatives, package, tolerance, voltage or power rating, lifecycle notes and special sourcing instructions. A BOM without MPNs forces the supplier to guess, and guessing creates quotation risk. If some parts must come from customer inventory, authorized distributors or a specific AVL, mark that clearly.
3. Pick-and-place data
Pick-and-place data gives component X/Y location, rotation, side and reference designator. It helps the SMT team compare placement intent with Gerber and BOM data. If the file does not match the assembly drawing or CAD export, the supplier should raise a DFM question before quotation is locked.
4. Assembly drawing and polarity notes
Assembly drawings should define component orientation, polarity, special mounting direction, mechanical keep-out areas and any manual assembly notes. This is especially important for connectors, LEDs, electrolytic capacitors, switches, displays, heat sinks and cable interfaces. Do not rely on silkscreen alone when product reliability depends on orientation.
5. Test requirements and acceptance criteria
An RFQ should state whether the project needs visual inspection, AOI, X-ray, ICT, FCT, programming, calibration, burn-in, system testing or box build final test. It should also state the acceptance standard, such as IPC-A-610 Class 2 or Class 3 where relevant. Test requirements should connect to quality management and traceability, not appear as a vague note after the quote.
6. Firmware, software and programming files
If the PCBA needs firmware loading, the RFQ should define the firmware version, programming interface, security rules, checksum, serial number rule and update responsibility. For connected devices or embedded controllers, clarify whether functional testing depends on firmware supplied by the customer or developed as part of an ODM product design workflow.
7. Mechanical, enclosure and box build files
When the project extends beyond board assembly, include enclosure drawings, cable drawings, label rules, packing drawings, torque requirements, adhesive or potting requirements and final acceptance tests. This prevents the supplier from quoting only PCBA while the buyer expects box build assembly and shipment-ready integration.
RFQ evidence table for buyers
| RFQ input | What to send | Risk if missing | |---|---|---| | Gerber and drill files | Final exported PCB manufacturing files | Supplier may quote a non-final revision | | BOM | MPN, AVL, alternates, quantity and sourcing notes | Wrong material, lifecycle or package assumptions | | Placement file | Coordinates, rotation, side and reference designator | SMT setup questions and possible polarity errors | | Assembly drawing | Orientation, mechanical notes and manual steps | Connector, LED or mechanical mismatch | | Test plan | ICT/FCT/programming/burn-in requirements | Quote excludes fixture, labor or test data | | Quality standard | IPC class, traceability and reporting expectation | Disputes during inspection and shipment | | Mechanical files | Enclosure, cable, label and packing requirements | PCBA quote misses box build scope | | Target market | US, EU, Middle East, Southeast Asia, China or other | Packaging, documentation and delivery assumptions differ |
Buyer action checklist before sending RFQ
- Confirm the revision of Gerber, BOM, placement data and assembly drawings is the same.
- Mark critical components, no-substitute parts and customer-supplied materials.
- State target quantity for prototype, pilot run and expected volume production.
- Define test coverage and what evidence must be kept for each batch.
- Clarify whether the supplier should quote PCB fabrication, PCBA only, turnkey material, consigned material, box build or full EMS delivery.
- Add special requirements for conformal coating, cleaning, thermal interface material, labels, firmware, serialization and shipment packing.
- Send target market and delivery requirements so the supplier can evaluate China and Thailand manufacturing paths where relevant.
What a good supplier should return
A useful quotation should not only list unit price and lead time. It should include open engineering questions, BOM risk notes, long-lead or end-of-life parts, suggested alternatives, tooling or fixture assumptions, test exclusions, packaging assumptions and the next step for pilot production. If a supplier cannot explain these points, the RFQ package is not yet production-ready.
Keep Best can review RFQ packages through the RFQ page and connect them with DFM review, PCBA manufacturing, OEM delivery, ODM engineering, box build integration and industry solution mapping. For deeper supplier evaluation, buyers can also read the overseas PCBA factory audit checklist.
Common RFQ mistakes
The first mistake is sending a BOM without manufacturer part numbers. The second is sending test expectations after the quote is approved. The third is mixing old and new file revisions. The fourth is assuming that assembly, programming, box build, labels and packing are included without stating them. The fifth is asking for a low unit price before deciding what evidence the project requires.
FAQ
What files are required for a reliable PCBA RFQ?
At minimum, send Gerber files, BOM with MPNs, pick-and-place data, assembly drawing, test requirements, target quantity and quality expectations. For system products, also send firmware, enclosure, cable, label and packing requirements.
Can a supplier quote without test requirements?
Yes, but the quote will be incomplete. If ICT, FCT, programming, calibration or system testing is required later, cost and lead time may change. Test requirements should be stated before quotation approval.
Should overseas buyers include target market in an RFQ?
Yes. Target market affects documentation, packaging, labeling, logistics, quality evidence and sometimes regional manufacturing planning. It also helps the supplier evaluate whether China or Thailand manufacturing support should be discussed.
What is the difference between turnkey and consigned PCBA quotation?
In turnkey PCBA, the supplier sources materials and manages BOM risk. In consigned PCBA, the customer supplies some or all materials. The RFQ should state which model is expected and which parts are customer-controlled.
What should buyers do after receiving the quote?
Review open engineering questions, BOM risks, test exclusions, tooling assumptions and pilot-build acceptance criteria before approving price. A good quote should create a clear path to controlled pilot production, not only a unit cost.