PCBA Quote Data Package Completeness Checklist
Most slow or padded PCBA quotes come from missing data, not difficult boards. Use this checklist before sending an RFQ, or when reviewing one you received, to make sure the package is complete enough to quote accurately.
0 of 34 items complete
9 critical items still open - these are the highest-risk gaps.
Fabrication data
Bill of materials
Assembly information
Test and inspection
Commercial and compliance
Critical items are the ones that block an accurate quote. Missing any of them usually forces the estimator to assume worst case or send questions back, which adds days to the quote and often adds cost. Resolve critical gaps first.
Automate RFQ package review
An optional look at screening incoming RFQs for missing data and drafting questions for your estimator to approve.
Optional. The tool and every export work without this. No spam.
How to use the checklist
Work through the five groups before you send an RFQ or begin an estimate. Tick items that are included and current, and review the unticked ones. Items marked critical block an accurate price. If you are the assembler, send the unticked critical items back to the customer as a single list rather than as repeated emails. If you are the customer, the exported list becomes your submission cover sheet.
Why each group matters
Fabrication data determines bare board cost and panel layout. The BOM drives material cost and procurement risk, and unclear alternates or missing manufacturer part numbers force estimators to guess. The centroid file and assembly drawing determine placement counts, orientation risk and programming time. Test and inspection requirements set fixture cost and cycle time. Commercial and compliance information shapes lead time, documentation and legal requirements such as export control.
- Fab data: stackup, finish, drill, outline
- BOM: MPN, alternates, DNP, consigned parts
- Assembly: centroid, drawing, class, coating
- Test: method, coverage, fixtures
- Commercial: tiers, volume, terms
What to do with gaps
When data is missing, the assembler either asks or assumes. Assumptions should be written into the quote, so the customer can see them and correct them. For example, if the test method is undefined, quote a stated test method and price the alternatives as options. If a BOM line lacks an approved alternate, flag the line as a risk and state the lead time you assumed. Either approach is better than silently padding the price.
Common mistakes
Sending Gerbers and BOM from different revisions is the most common cause of requotes. Another is a BOM without manufacturer part numbers, which forces cross-referencing from descriptions. Customers often omit the annual volume, which is a key input to how the assembler prices setup and material. Finally, forgetting export control status can delay or stop the quote when the assembler must handle technical data under ITAR or EAR rules.
- Match revisions across all files
- Always include MPNs
- State annual volume and release schedule
- Declare export control status early
Frequently Asked Questions
What files does an EMS need to quote PCB assembly?
At minimum, Gerber or ODB++ data, a BOM with manufacturer part numbers, a centroid file, an assembly drawing with special instructions, and the quantities and delivery dates. Test and quality requirements are also needed for accuracy.
Is a centroid file required for a quote?
It is strongly recommended. Without it the assembler must estimate placement counts and orientation risk, and often quotes conservatively. The file also lets them program the machines earlier after order.
Why do estimators ask for annual volume?
Annual volume affects setup amortization, material buy strategy and capacity planning. A job quoted at 100 pieces once is priced differently from a 100 piece lot released monthly for a year.
Do I need to state IPC class in the RFQ?
Yes. Class 2 and Class 3 have different acceptance criteria, inspection effort and documentation, which changes cost. If unsure, ask for options priced on both so you can compare.
If incoming RFQ packages are reviewed by hand, we can build an on-prem agent that checks completeness against this kind of list and drafts the questions back to the customer for your approval.
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