PCB Assembly RFQ Checklist: What to Send Your Manufacturer for an Accurate Quote

Getting an accurate PCB assembly quote is an important step in turning an electronic design into a manufacturable product. However, many companies submit RFQs (Requests for Quotation) with incomplete design files, unclear component specifications, or missing testing requirements.

These gaps can lead to repeated engineering questions, inaccurate cost estimates, unexpected charges, and production delays.

What should you send to a PCB assembly manufacturer for a quotation?

A complete PCB Assembly RFQ typically includes:

1. Gerber and PCB fabrication files – Define the board layout, layers, dimensions, and manufacturing requirements.
2. Bill of Materials (BOM) – Identifies components, manufacturer part numbers, quantities, and sourcing requirements.
3. Pick and Place (CPL) file – Provides component placement coordinates and orientations for SMT assembly.
4. PCB assembly drawings – Specify component polarity, installation directions, and special assembly instructions.
5. PCB manufacturing specifications – Include board thickness, copper weight, surface finish, and other technical requirements.
6. Order quantities – Define prototype, pilot production, and volume manufacturing requirements.
7. Component sourcing preferences – Clarify whether the project requires turnkey, consigned, or partial turnkey assembly.
8. Inspection and testing requirements – Specify AOI, X-ray, ICT, functional testing, and programming needs.
9. Delivery requirements – Include lead time, packaging, shipping destination, and logistics preferences.

Not every project requires all these documents at the initial quotation stage. However, providing complete and consistent information helps manufacturers evaluate production costs, identify potential risks, and prepare more reliable quotations.

This guide explains what to include in your PCB assembly RFQ, why each document matters, and how to streamline the quotation process.

1. Why Is a Complete PCB Assembly RFQ Important?

A PCB assembly RFQ is more than a request for pricing. It establishes the technical and commercial requirements that manufacturers use to evaluate your project.

An incomplete RFQ can result in inaccurate quotations, extended communication, and unexpected production costs.

How Missing Information Affects Your Quote

For example, assembling 20 prototype boards may cost significantly more per unit than producing 2,000 boards because setup, stencil, programming, and engineering costs are distributed across fewer units.

An accurate PCBA quotation must account for PCB fabrication, component procurement, assembly complexity, testing, and production volume—not just the number of components on the board.

2. Essential PCB Assembly RFQ Checklist

Before contacting a PCB assembly manufacturer, organize your design files and project requirements into a consistent RFQ package.

The following checklist covers the documents and information commonly required for SMT, through-hole, and mixed-technology PCB assembly.

For assembly-only projects where customers supply finished bare PCBs, Gerber files may not be mandatory for an initial quotation.

However, providing complete PCB design data, including Gerber, ODB++, or IPC-2581 files when available, can help manufacturers perform more thorough Design for Manufacturability (DFM) reviews.

3. Gerber Files and PCB Manufacturing Specifications

Gerber files describe the physical layout of a printed circuit board and are among the most important documents for PCB fabrication quotations.

For turnkey PCB assembly projects, manufacturers typically require the PCB fabrication data along with manufacturing specifications.

3.1 What Gerber Files Should You Provide?

A standard PCB fabrication package generally includes:

For boards with blind vias, buried vias, controlled-depth drilling, or special mechanical features, additional fabrication drawings may be necessary.

3.2 PCB Specifications to Include

Gerber files alone may not communicate every manufacturing requirement. Your RFQ should also specify:

• Number of PCB layers
• Finished board thickness
• Base material and Tg rating
• Finished copper thickness
• Minimum trace width and spacing
• Minimum hole size and via requirements
• Surface finish, such as ENIG, OSP, or HASL
• Solder mask and silkscreen requirements
• Controlled impedance requirements
• Special processes, such as HDI, via filling, or heavy copper

For high-speed digital, RF, or high-power PCB designs, providing stack-up information and critical electrical requirements helps manufacturers evaluate production feasibility.

Practical tip: If certain PCB parameters are flexible, identify which specifications the manufacturer may optimize. This can create opportunities for cost reduction without compromising essential design requirements.

4. Bill of Materials (BOM): The Foundation of Component Pricing

The Bill of Materials is one of the most critical documents in a PCB assembly RFQ, particularly for turnkey PCB assembly projects.

It identifies every component required for assembly and allows manufacturers to evaluate material costs, availability, sourcing risks, and lead times.

4.1 What Should a PCBA BOM Include?

A well-prepared BOM should contain the following information:

For complex or high-reliability projects, additional fields may include operating temperature, lifecycle status, compliance requirements, and traceability information.

4.2 Why Are Manufacturer Part Numbers Important?

A generic description such as “10kΩ resistor” is insufficient for accurate component sourcing.

Resistors with the same nominal resistance may differ in:

• Package size
• Resistance tolerance
• Power rating
• Temperature coefficient
• Operating temperature range
• Reliability characteristics

These differences can affect both component pricing and product performance.

For MCUs, power management ICs, RF components, crystals, and connectors, providing the exact manufacturer part number is particularly important.

4.3 How Should You Handle Component Substitutions?

Component shortages or extended lead times may require alternative parts. Your RFQ should clearly define substitution rules.

No Substitution: Critical components must match the specified manufacturer part number.

Approval Required: The manufacturer may recommend alternatives, but substitutions require written customer approval.

Approved Alternatives: Prequalified replacement components may be used according to the approved BOM.

This approach helps maintain design consistency while allowing flexibility in component sourcing.

5. Pick and Place Files: Accurate SMT Component Placement

A Pick and Place file, also called a Centroid File or Component Placement List (CPL), contains the coordinates and rotation information required for automated SMT assembly.

It can usually be exported from PCB design software such as Altium Designer, KiCad, or Cadence.

5.1 Typical Pick and Place File Format

The placement file should correspond to the same PCB revision as the Gerber files and BOM.

For double-sided SMT assembly, both top-side and bottom-side placement information must be included.

5.2 Common CPL File Issues

Typical problems include:

• Incorrect coordinate origins
• Rotation differences between CAD libraries and assembly equipment
• Incorrect top/bottom component identification
• Missing or inconsistent reference designators
• DNP components incorrectly included in placement data
• Outdated placement files after PCB design revisions

Although manufacturers can often resolve these issues during engineering preparation, accurate files reduce clarification time and the risk of assembly errors.

Important: Component rotation values should not be treated as the sole reference for polarity. Assembly drawings and component datasheets should also be used to verify orientation-sensitive devices.

6. PCB Assembly Drawings and Special Instructions

PCB assembly drawings communicate how components should be installed on the board.

While Gerber files define PCB manufacturing features, assembly drawings provide additional information about component placement, orientation, and installation requirements.

A complete assembly drawing should identify:

• Component reference designators
• IC Pin 1 orientation
• Diode, LED, and capacitor polarity
• Connector installation direction
• Do Not Populate (DNP/DNI) components
• Hand-soldering or selective soldering requirements
• Mechanical mounting instructions
• Component height restrictions
• Heatsinks, shielding cans, or other mechanical attachments

For assemblies containing BGA, QFN, fine-pitch connectors, or other complex packages, additional assembly notes may be necessary.

For example, components with exposed thermal pads may require specific stencil aperture designs and solder paste coverage to achieve reliable solder joints.

Clear assembly instructions help manufacturers identify these requirements before production begins.

7. Specify the PCB Assembly Process: SMT, THT, or Mixed Technology

PCB assembly costs vary depending on component types, mounting methods, and manufacturing complexity.

Your RFQ should clearly identify the required assembly process.

7.1 Common PCB Assembly Types

7.2 Factors That Influence Assembly Costs

Component complexity: Small passive components, fine-pitch ICs, and BGA packages may require tighter process controls.

Single-sided vs. double-sided assembly: Double-sided SMT assembly can involve additional printing, placement, and reflow operations.

Special soldering processes: Selective soldering, hand soldering, and press-fit connector installation may require additional equipment or labor.

Additional manufacturing services: Conformal coating, potting, heatsink installation, cable assembly, and box-build services should be specified separately.

Including these requirements in the initial RFQ allows manufacturers to evaluate the complete production process rather than quoting only standard SMT assembly.

8. Order Quantity and Production Forecast

Production quantity is a major factor in determining PCB assembly unit costs.

Manufacturers typically consider two categories of expenses:

Non-recurring or setup costs: Stencils, engineering preparation, programming setup, and dedicated test fixtures.

Recurring production costs: PCB fabrication, components, assembly labor, testing, and packaging.

For prototype and low-volume orders, setup expenses are distributed across fewer units, often resulting in higher unit prices.

8.1 Request Quotes at Multiple Quantities

Instead of requesting pricing for only one quantity, consider providing several production scenarios.

These quantities are illustrative and do not represent universal industry thresholds.

Providing both immediate order quantities and estimated annual demand helps manufacturers evaluate material purchasing strategies and potential volume pricing.

For long-term projects, it may also support better component availability planning.

9. Define Your Component Sourcing Model

PCB assembly manufacturers generally offer three component sourcing models: full turnkey, consigned, and partial turnkey.

Selecting the appropriate model determines who is responsible for purchasing, managing, and supplying components.

Full Turnkey PCB Assembly

Full turnkey assembly reduces the need to coordinate multiple suppliers.

The manufacturer manages component procurement, PCB fabrication, assembly, and the agreed inspection and testing processes.

Consigned PCB Assembly

Consigned assembly is suitable when customers already own components or have preferred suppliers.

However, customers should confirm component packaging, required quantities, feeder preparation, material inspection, and allowable production losses.

Partial Turnkey PCB Assembly

Partial turnkey combines customer-supplied and manufacturer-sourced components.

For example, a customer may provide specialized MCUs or proprietary components while the manufacturer purchases standard resistors, capacitors, and connectors.

RFQ recommendation: Clearly identify which components are customer-supplied and which must be purchased by the manufacturer. This avoids duplicate purchasing and inconsistent quotations.

10. PCB Inspection and Testing Requirements

PCB assembly is not complete simply because all components have been soldered onto the board.

Inspection and testing help verify assembly quality, electrical connections, and product functionality.

Different testing methods detect different types of defects, so the required testing scope should be clearly defined in your RFQ.

10.1 Common PCB Assembly Testing Methods

10.2 AOI vs. Functional Testing

AOI (Automated Optical Inspection) uses optical imaging to identify visible assembly defects such as missing components, incorrect polarity, misalignment, and certain soldering defects.

FCT (Functional Circuit Testing) verifies whether the assembled board performs its intended functions.

For example, an ESP32-based industrial control board may require:

• Power supply and current measurements
• Firmware programming and boot verification
• Wi-Fi and Bluetooth connectivity testing
• GPIO input/output verification
• Sensor interface testing
• Relay or load control testing

Passing AOI does not guarantee that these functions operate correctly.

10.3 What Testing Information Should You Provide?

Your RFQ should clarify whether:

• Every board requires functional testing.
• The customer or manufacturer will supply the test software.
• Dedicated test fixtures are necessary.
• Test results must be recorded and traceable.
• Failed boards require rework or failure analysis.
• Programming and test fixture development are included in the quotation.

For complex assemblies, an early Design for Testability (DFT) review can help identify insufficient test points, inaccessible interfaces, or fixture limitations before manufacturing.

11. Lead Time, Packaging, and Shipping Requirements

PCB assembly lead time depends on more than SMT production speed.

PCB fabrication, component availability, engineering preparation, assembly, testing, and logistics can all affect the final delivery schedule.

To obtain a realistic quotation, specify the following requirements:

• Target delivery date
• Prototype or production schedule
• Whether partial shipments are acceptable
• Shipping destination and country
• Preferred shipping method
• Incoterms, such as EXW, FOB, DAP, or DDP
• ESD-safe or other specialized packaging
• Serial numbers, batch labels, or traceability requirements

For international orders, confirm whether the quotation includes shipping, customs duties, and applicable import taxes.

Special handling requirements for moisture-sensitive devices, ESD-sensitive components, or products requiring additional environmental protection should also be communicated in advance.

12. Partner with a Reliable PCB Assembly Manufacturer

Preparing a complete PCB Assembly RFQ helps manufacturers evaluate your project accurately, identify potential manufacturing risks, and provide quotations that reflect your actual production requirements.

From Gerber files and BOM preparation to assembly drawings, component sourcing, and testing specifications, each document contributes to a smoother transition from design to production.

At Leadsintec, we provide one-stop PCB manufacturing and assembly services for prototype, low-volume, and volume production projects.

Our capabilities include:

• PCB Fabrication: Multilayer PCBs, HDI boards, flexible PCBs, and specialized PCB manufacturing.
• Component Sourcing: BOM review, component procurement, and supply chain risk assessment.
• SMT & THT Assembly: Surface mount, through-hole, and mixed-technology assembly.
• Inspection & Testing: AOI, X-ray inspection, ICT, and functional testing services.
• Turnkey PCB Assembly: Integrated manufacturing support from PCB fabrication through assembly, testing, and delivery.

Whether you are developing a new electronic product or preparing an existing design for volume production, a well-organized RFQ is the first step toward an efficient manufacturing partnership.

Author:Victor Zhang

Victor has over 20 years of experience in the PCB/PCBA industry. In 2003, he began his career in PCB as an Electronics Engineer at Shennan Circuits Co., Ltd., one of the top PCB manufacturers in China. During his tenure, he gained extensive knowledge in PCB manufacturing, engineering, quality, and customer service. In 2006, he founded Leadsintec, a company specializing in providing PCB/PCBA services to small and medium-sized enterprises worldwide. As CEO, he has led Leadsintec to rapid growth, now operating two large factories in Shenzhen and Vietnam, offering design, manufacturing, and assembly services to clients around the globe.