Start with the required delivery state
State whether the order is for an electronic subassembly, a configured unit or a packed product. List the tasks already completed by another supplier and the work expected from the proposed manufacturer. Use the PCBA and box build comparison if the boundary is unclear.
Separate pilot quantities, firm orders and forecasts. Give the destination and requested schedule without treating either as a confirmed delivery commitment. Sensitive files can follow through an agreed exchange route after the NDA discussion.
Whole-product quotation input checklist
| Input | What to provide | Decision to close |
|---|---|---|
| System BOM | Electronic, mechanical, harness, accessory and packing items at a controlled revision | Which items are manufacturer-sourced, customer-supplied or excluded? |
| PCBA package | Board status; fabrication and assembly data where board manufacture is included | Is the supplier receiving a tested PCBA or manufacturing it? |
| Mechanical definition | Enclosure and mounting drawings, dimensions, fasteners, torque/fit and cosmetic requirements | Which tolerances, tools and assembly checks govern acceptance? |
| Harness and interfaces | Wire and connector references, pinout, cable lengths, routing and strain-relief requirements | Who sources or manufactures each harness and approves alternatives? |
| Software and variants | Released binary, version identifier, programming instructions and configuration matrix | Who owns software validation, programming and variant approval? |
| Final test | Procedure, power and load conditions, interfaces, limits, fixtures and record format | Which assets exist, which need engineering, and what blocks release? |
| Labels and identification | Artwork, serial rules, barcode content and unit/variant association | Who allocates identifiers and verifies the association? |
| Pack-out | Accessories, manuals, protection, carton and shipment identification instructions | What must be checked before the unit or shipment is released? |
Keep one-time work visible in the quotation
Ask suppliers to separate recurring material and unit assembly work from tooling, fixtures, programming development and other agreed engineering. Record assumptions for customer-supplied parts, incoming condition, attrition, shortages and remaining stock. The contract manufacturing responsibility checklist covers these commercial and release decisions.
Submit incomplete inputs with an action owner
A preliminary discussion can begin with a product description and the files available. Missing data should become an action list rather than an unstated manufacturing assumption.
| Open item | Owner to name | What it prevents | Closure evidence |
|---|---|---|---|
| Enclosure drawing is not released | Customer mechanical-design owner | Fit review and assembly fixture definition | Approved drawing revision |
| Harness pinout differs between files | Customer electrical owner with manufacturer review | Safe interface definition and test preparation | Reconciled drawing and approval |
| Final-test fixture is unavailable | Agreed customer or supplier test owner | Test feasibility, engineering cost and release plan | Fixture specification and validation decision |
This action register is an illustrative planning example, not a reported customer project.
Agree the records before the pilot build
Request records appropriate to the scope: first-assembly checks, firmware/configuration identity, defined system-test results, failure and retest history, and pack-out confirmation. Specify whether traceability is by unit, batch or shipment. Use the harness integration test guide for interface checks and quality evidence guidance for record expectations.
The Box Build service page describes the manufacturing work package. Send the available project inputs with the requested handoff, quantities and highest-risk open items; final feasibility, price and schedule follow review.