Last updated: September 29, 2026
An electronic-component RFQ should not use a blanket date-code limit as a substitute for quality control. State the exact MPN, required packaging, whether mixed lots are allowed, the justified date-code range, moisture-sensitivity evidence and the traceability documents the supplier must provide. Ask for label and packaging photos before shipment when those details affect acceptance.
Upload the BOM or RFQ package for review. Include any customer, regulatory or internal quality specification that creates a date-code, lot, packaging or traceability requirement.
RFQ fields for date code, packaging and traceability
| RFQ field | What the buyer should state | What the supplier should confirm |
|---|---|---|
| Exact identity | Manufacturer and full orderable MPN, including package and qualification suffix | Quoted manufacturer and exact MPN; no family-level substitution |
| Condition and source path | New/unused requirement and whether only manufacturer-authorized supply is permitted | Authorized or independent sourcing path, with any traceability limits disclosed |
| Packaging format | Full reel, cut tape, tube, tray, bulk or another acceptable format | Actual pack type, manufacturer SPQ/MPQ when known, quantity per pack and any repacking |
| Original packaging | Whether factory-sealed manufacturer packaging is mandatory | Seal condition, label identity and whether the pack has been opened, split or resealed |
| Date code | Acceptable range and the documented reason for any restriction | Marked date code or when it will be confirmed; exceptions quoted separately |
| Lot policy | Single lot required, single lot preferred, or mixed lots allowed | Number of lots, quantity by lot and lot/date relationship where available |
| Moisture controls | MSL and dry-pack requirements that apply to the part and assembly process | MBB, desiccant, HIC, seal/reseal date and moisture-sensitivity label when applicable |
| Traceability | Required manufacturer, authorized-channel or other supply-chain documents | Documents available, source path, label photos, CoC and any missing link in the chain |
| Pre-shipment evidence | Which photos or documents must be approved before release | Clear images of product label, packaging, date/lot codes and quantity; unedited originals retained |
| Acceptance | Inspection, sample, solderability or other product-specific acceptance criteria | Inspection scope, report availability, return terms and NCNR conditions |
Date code and lot code are not the same evidence
A date code is a manufacturer-defined traceability data element. ECIA's NIGP 117 guideline recommends a standardized format but also notes that manufacturers determine what manufacturing event the code represents, such as fabrication, encapsulation, packaging or inspection. Do not infer the exact event from the digits alone when the manufacturer has not defined it.
A lot code identifies a manufacturing or control grouping under the manufacturer's system. It can be more useful for a quality investigation, but the format and level of traceability vary by manufacturer and product class. For example, TI explains that a YYWW date code on certain QML devices supports inventory-age control, while the associated system lot number is used for lot-level traceability.
When a date-code restriction is justified
| Situation | Better RFQ approach |
|---|---|
| A customer drawing, regulated product requirement or approved internal specification defines a range | Quote the exact specification, accepted range and evidence required for approval |
| The assembly process has a documented solderability or storage concern | State the applicable storage, packaging, inspection and process acceptance criteria instead of relying only on age |
| The part is moisture sensitive | Specify MSL, dry-pack evidence, seal condition, HIC/desiccant and allowable floor-life handling |
| A field failure or quality alert affects identified lots | Exclude the named lot/date population and retain manufacturer or quality-notice evidence |
| There is no documented product-specific reason | Avoid a generic “within two years” rule; request verifiable packaging, storage and traceability evidence instead |
ECIA's 2025 date-code initiative states that broad date-code restrictions can obstruct supply without a sound technical basis. TI likewise states that its manufacturing date code does not determine product quality or reliability under its controlled manufacturing and storage practices; customer shelf life depends on materials, MSL, packaging and storage after delivery. These statements do not remove a buyer's product-specific obligations. They show why the requirement should be tied to an actual risk or specification.
Packaging requirements must match the receiving and assembly process
“Original packaging” is too vague unless the RFQ defines what matters. A full manufacturer reel, a manufacturer tray, a tube and a properly disclosed cut-tape quantity are different commercial and handling options. State which are acceptable and ask the supplier to quote alternatives separately.
- Full reel: confirm manufacturer reel quantity, reel diameter, label and whether the seal is intact.
- Cut tape or partial reel: confirm quantity, leader/trailer needs, splice condition and whether the material was repacked.
- Tray or tube: confirm manufacturer-compatible carrier, quantity per carrier, physical condition and ESD handling.
- Moisture-sensitive material: confirm MSL evidence, moisture barrier bag, desiccant, humidity indicator card and seal or reseal date when applicable.
- Mixed packaging: do not combine different pack types or lots under one undifferentiated quote line.
TI identifies MSL as the classification that defines how long a product can be exposed to ambient conditions before high-temperature reflow. Its shelf-life guidance points buyers to the MSL information on the bag or box and describes the use of MBBs, desiccant and HICs for applicable products. NXP's 2024 LPC550x packaging notice is a useful example: when the product moved from MSL1 to MSL3, the packing method changed to dry pack with an MBB, desiccant and HIC.
What a traceability requirement should actually request
“Full traceability” needs a defined endpoint. For manufacturer-authorized supply, specify whether you require a manufacturer or authorized-distributor certificate of conformance, packing slip, product label, shipment label and a documented source path. ECIA's summary of SAE AS6496 describes disclosure, traceability, supplier controls and inventory segregation requirements for authorized distribution.
When company policy permits independent-channel sourcing, require transparent disclosure of the path and any missing documents. Do not allow a quote to imply manufacturer-authorized traceability when the supplier cannot document it. Inspection can reduce some risks, but it does not recreate a missing authorized supply-chain record.
Label data to capture before shipment
ECIA's EIGP 114 specification supports consistent product and shipment identification, including human-readable data and barcodes. The exact fields available vary, but buyers commonly need these items captured before release:
- Manufacturer name and complete MPN.
- Supplier part number, if different.
- Quantity and packaging unit.
- Date code and lot/batch identifier where marked.
- Country of origin when required by the transaction.
- RoHS, lead finish, MSL or peak-temperature data when applicable.
- Purchase order, packing-list or shipment reference.
- Manufacturer or authorized-distributor CoC reference when required.
Ask for readable, uncropped images of the complete label and sealed pack. Photos should be evidence of the offered material, not a replacement for the documents required by the purchase order.
Single-lot and mixed-lot requirements
A single-lot requirement may simplify qualification or failure analysis, but it can reduce available quantity and increase lead time. Use one of three clear positions in the RFQ:
- Single lot required: no mixed lots may ship without written approval.
- Single lot preferred: supplier must show quantity by lot and quote a mixed-lot option separately.
- Mixed lots allowed: each lot remains separately identified and traceable at receipt.
Better RFQ wording
Weak requirement: “Original parts, date code within two years, full traceability.”
Illustrative stronger requirement: “Quote the complete requested MPN. New and unused material only. Full manufacturer reel preferred; quote cut tape separately. Single lot preferred, with quantity by lot disclosed. Date code 2024 or later is required by customer specification [reference]; quote exceptions separately. Provide pre-shipment photos of the complete product label, sealed packaging, date/lot markings and MSL label. Manufacturer or authorized-distributor traceability and CoC required.”
The stronger version is still only an example. Replace the year, packaging, lot and documentation terms with the actual product and customer requirements.
Receiving inspection should match the quoted evidence
- Match the delivered manufacturer and complete MPN to the purchase order.
- Match quantity, pack type, date/lot codes and labels to the approved pre-shipment evidence.
- Check seal condition, ESD protection, MBB/HIC/desiccant and physical carrier condition where applicable.
- Review source documents and record any traceability limitation.
- Quarantine discrepancies before material is released to production.
- Use product- and risk-appropriate inspection or testing when required by the quality plan.
Send a quote-ready requirement
Use the BOM RFQ checklist and downloadable Excel template to capture these fields. For shortage or non-authorized supply, also use the electronic component shortage sourcing checklist.
Upload the BOM or RFQ documents with the exact MPN, quantity, delivery country, required date, packaging, date-code range, lot policy and traceability evidence. Informic can organize the commercial and sourcing response; the buyer's engineering and quality teams retain responsibility for product-specific acceptance criteria.
Frequently asked questions
Does an older date code automatically mean a component is unreliable?
No. Product condition depends on the component, manufacturer controls, packaging, storage and handling. Apply a date-code limit when a documented product, customer or quality requirement supports it, and review the packaging and traceability evidence as well.
Is a date code enough for lot traceability?
Not necessarily. A date code may cover a time period rather than an individual manufacturing lot. Request the manufacturer's lot or batch identifier and the supporting supply-chain documents when lot-level traceability is required.
Can a supplier repackage components?
Only if the purchase requirement permits it and the supplier discloses the new pack type, handling, labels and traceability impact. Moisture-sensitive and ESD-sensitive material requires controls appropriate to the component and assembly process.
Should mixed date codes be rejected?
That depends on the approved lot policy. State whether mixed lots are prohibited, permitted or subject to separate approval before the supplier quotes and ships the material.
Keep receiving evidence visible during consolidation
Use the BOM consolidation vs line-by-line buying guide to compare source, packaging, date/lot-code and traceability requirements line by line while still managing one build-level quote.
Carry Traceability Rules Into the Build Package
Use the turnkey PCBA quote-package checklist to keep date-code, lot-code, supply-channel and traceability requirements connected to the exact BOM revision and assembly release.
Official references
- ECIA, Are Date Code Restrictions Still Relevant? (April 22, 2025).
- ECIA NIGP 117, Guideline for Date Code Marking Format.
- Texas Instruments product shelf-life guidance.
- Texas Instruments packaging, MSL, carrier-pack and marking resources.
- ECIA EIGP 114.2018 product and shipment labeling specification.
- NXP packaging change example: LPC550x MSL1 to MSL3 and dry pack.
- ECIA summary of SAE AS6496 authorized-distribution requirements.
Reviewed by Elena, founder of Shenzhen Informic Electronic Limited and active in the electronic-component supply chain since 2012. This guide supports RFQ preparation and sourcing review; engineering and quality teams remain responsible for product-specific handling, inspection and acceptance requirements.
