Last updated: September 29, 2026
A quote-ready electronic-component BOM identifies every exact part, required quantity, package, delivery destination and commercial constraint before a supplier prices it. The clearest RFQs also separate requested MPNs from proposed alternates and tell the supplier exactly which availability, traceability, date-code and lead-time details must come back in the quotation.
Download the Informic BOM RFQ Excel template or upload your BOM for a sourcing review.
What should an electronic-component BOM RFQ contain?
For each BOM line, include the original manufacturer, complete manufacturer part number, quantity per assembly, planned build quantity and package. Add the commercial requirements that affect sourcing: delivery country, required date, packaging, acceptable date-code range, traceability documents and whether substitutes may be quoted.
| Field | What to enter | Why it matters |
|---|---|---|
| Manufacturer | Original component manufacturer, not only a brand family | Separates the requested source from compatible-looking alternatives |
| Exact MPN | Full orderable part number, including suffixes | Suffixes may change package, temperature grade, finish, packing or qualification |
| Quantity | Quantity per assembly, build quantity and total required quantity | Lets the supplier price the correct tier and identify pack-size conflicts |
| Package and packing | Package plus reel, tray, tube or cut-tape requirement | Prevents a quote that cannot feed the intended production process |
| Required date and destination | Target receipt date and delivery country | Allows lead-time, freight and import constraints to be considered |
| Traceability and date code | Required documents and acceptable date-code range | Defines the evidence needed before purchase, rather than after delivery |
| Alternates policy | No alternates, buyer-approved list, or quote alternates separately | Keeps substitute proposals visible and subject to engineering approval |
BOM RFQ checklist before you send the file
- Use one row per exact orderable MPN. Do not combine package or temperature suffixes into one line.
- Resolve blanks and placeholders. Replace entries such as "10 uF capacitor" with an approved MPN or clearly mark the line for engineering selection.
- Show the demand basis. Include build quantity, quantity per assembly and total quantity so the arithmetic can be checked.
- State the alternate rule. If alternates are allowed, ask suppliers to quote them on separate rows with manufacturer, MPN and differences.
- Define packaging. Production reels, moisture-sensitive packaging, trays and cut tape are not interchangeable operationally.
- Add delivery facts. Give the destination country, target date, currency and preferred Incoterm when relevant.
- Put quality requirements in writing. Ask for the specific traceability, certificate, lot/date-code or inspection evidence your project requires.
What should the supplier return in the quotation?
A usable quotation is more than a unit price. Ask the supplier to return the information below for every quoted line, with unknown items marked explicitly rather than left ambiguous.
| Supplier response | Minimum detail |
|---|---|
| Quoted manufacturer and MPN | Exact orderable code; alternates on separate lines |
| Unit price and currency | Price tier, extended value and quotation validity |
| MOQ, MPQ and SPQ | Minimum order, multiple and standard pack where applicable |
| Availability | Stock quantity or factory lead time, with the observation date |
| Packaging | Reel, tray, tube or cut tape and the pack quantity |
| Date/lot code | Known code, acceptable range or confirmation that it must be checked before order |
| Traceability | Manufacturer/authorized-channel documentation or clearly disclosed sourcing path |
| Commercial terms | Incoterm, freight treatment, payment terms, NCNR status and estimated ship date |
A weak line versus a quote-ready line
The example below is illustrative; it is not a customer result or an inventory claim.
| Weak request | Quote-ready request |
|---|---|
| STM32 MCU, 1,000 pcs, urgent | STMicroelectronics STM32F407VGT6, LQFP-100, 1,000 pcs, tray, no alternates, delivery to Germany by 2026-11-30; state lead time, date code and traceability |
| 10 uF 0805 capacitor | Approved MPN and dielectric/voltage/tolerance specified; 4 pcs per assembly x 1,000 builds; reel required; alternates quoted separately |
Why RFQs get returned for clarification
- The MPN is missing a suffix or contains a transcription error.
- The BOM gives only quantity per board, but not the planned build quantity.
- Several approved parts are placed in one cell without a preferred part or alternate rule.
- The requested delivery date is described as "ASAP" without a destination.
- Packaging, date code and traceability expectations appear only after the quote is issued.
- A PCB/PCBA request omits Gerber, stack-up, surface finish, assembly drawings, CPL or test requirements.
How Informic reviews a submitted BOM
Informic separates the requested MPN, available sourcing information, commercial constraints and any proposed alternate. A submitted file can also include a PCB/Gerber package when the requirement covers fabrication or assembly. The RFQ form requires a work email, company and sourcing/build requirement; BOM and PCB/Gerber files are optional and may be uploaded separately.
Availability, price, lead time, date code and supporting documents are confirmed for the actual requirement. They should not be inferred from an undated catalog page or applied to a different package suffix.
Upload a BOM or send an RFQ with the manufacturer, exact MPN, quantity, delivery country and target date. If you also need PCB fabrication or PCBA, attach the Gerber package in the separate upload field.
Frequently asked questions
Can I send a CSV instead of Excel?
Yes. CSV or spreadsheet formats work when each exact MPN has its own row and the columns are clearly labelled. Keep drawings, datasheets and special quality requirements as separate supporting files.
Should I allow substitute components in the RFQ?
Only if your engineering process permits them. Ask suppliers to quote alternates separately and identify the manufacturer, full MPN and relevant electrical, mechanical, environmental or qualification differences. A commercial quote is not engineering approval.
Do date-code restrictions belong in the first RFQ?
Yes, when the project has a real date-code requirement. State the acceptable range and evidence needed before pricing is finalized. Broad restrictions can reduce available supply, so they should reflect the product and quality plan rather than a default assumption.
What is the difference between MOQ, MPQ and SPQ?
MOQ is the minimum quantity the supplier will sell, MPQ is the required ordering multiple, and SPQ is the standard package quantity. Ask for all three because a low unit price can still create excess inventory when pack constraints are not visible.
What files are needed for a turnkey PCBA quote?
Normally the quote package includes the BOM, Gerber or other accepted fabrication data, stack-up/material requirements, centroid/CPL data, assembly drawings and test requirements. The exact package depends on whether the request is for components, bare PCB, assembly or a complete build.
Use a Separate Checklist for Bare PCB Fabrication
When the RFQ also includes bare boards, use the PCB fabrication quote checklist to define Gerber and drill data, stack-up, material, copper, surface finish, impedance, panelization and electrical test before comparing prices.
Use the Complete Package for Turnkey PCBA Quotes
For a board-level build, the BOM is only one controlled file. Use the turnkey PCBA quote-package checklist to coordinate the BOM with Gerber and drill data, CPL, assembly drawings, variants, testing and commercial requirements.
Sources and review
- IPC-DPMX (IPC-2581) Consortium: structured PCB design and manufacturing data exchange.
- IPC-2581 free viewer overview: the format can carry layer, drill, netlist, BOM and stack information.
- Electronic Components Industry Association quality resources: traceability, date-code and counterfeit-risk guidance.
- ECIA overview of SAE AS6496: authorized-distribution traceability and counterfeit-mitigation context.
Reviewed by Elena, founder of Shenzhen Informic Electronic Limited. Elena has worked in the IC supply chain since 2012. This guide defines RFQ inputs and review questions; it does not promise stock, price, delivery or engineering approval for a specific BOM.
Define receiving evidence before requesting the quote
Use the electronic component date-code, packaging and traceability RFQ guide to state the justified date-code range, lot-mixing policy, pack type, MSL evidence and pre-shipment documents required for acceptance.
Decide which BOM lines to consolidate
After the RFQ fields are complete, use the BOM consolidation vs line-by-line buying guide to separate routine consolidation lines from strategic, approved-source, alternate-review and shortage/EOL lines.
