How to Write an Effective PCB RFQ Email – What Information You Should Provide

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In our daily communication, we often receive RFQ emails like this: "Hello, please quote this PCB." To be honest, that's not enough information. Without detailed documents, we cannot provide an accurate quote, leading to back-and-forth emails and wasted time.

So, how do you write an RFQ email that gets you a fast and accurate quote? As a PCB manufacturer with over 17 years of experience, we've put together a clear checklist. Next time you request a quote, prepare these materials – you'll get your quote much faster.

Part 1: Essential Information You Must Provide
1. Complete BOM (Bill of Materials)

The BOM is the core of any quote. A complete BOM should include:
1，Part Number：Unique ID for each component， eg: MCP4152-503E-SN
2，Specifications: Detailed specs of the component eg: 10KΩ ±1% 0603
3，Quantity: How many per board that you need eg: 5/100/1000pcs
With a complete BOM, we can accurately calculate component sourcing and SMT costs to give you a true quote.

2. PCB Gerber Files or Original Design Files

Gerber files are the "blueprints" for PCB manufacturing – the most standard and accurate communication format.
In addition to the files themselves,please clearly specify the following PCB requirements:
1，Material： Most common is FR-4; high-frequency materials also available
2，Layer Count： How many layers the PCB has
3，Finished Board Size：Length × Width, usually in mm
4，Board Thickness：Finished board thickness
5，Copper Thickness：1oz (outer) / 0.5oz (inner)
6，Surface Finish: ENIG/HASL
7，Solder Mask Color: Green/ any color
8，Silkscreen Color: White/any color

Tip: Even if your design files already include this information, we recommend listing it again in the email body to avoid any misinterpretation.

Part 2: Information That Helps Optimize Cost (Strongly Recommended)
Do You Accept Alternative Components?
This is a critical piece of information that can make a big difference. If you specify in your email: "Functional equivalent alternatives are acceptable," we will be able to: Offer alternatives when certain components are out of stock or overpriced; Optimize costs without compromising product performance; Shorten procurement cycles and avoid production delays due to single-component shortages. In short: The more flexible you are with alternatives, the more we can help you save.

Sample RFQ Email Template

Subject: 【PCB RFQ】[Company Name] – [Product Name] – [Quantity]
Email Body: Hello, We would like to request a quote for the following project. Please find attached the Gerber files and BOM.
PCB Specifications:
Material: FR-4 Layer
Count: 4 layers
FinishedSize: 100mm × 80mm
Board Thickness: 1.6mm
Copper Thickness: 1oz (outer) / 0.5oz (inner)
Surface Finish: ENIG
Solder Mask Color: Green
Silkscreen Color: White

Quantity: 500 pcs / 1000 pcs / 5000 pcs (please provide tiered pricing)
Alternative Components: Acceptable – functional equivalents are fine

Looking forward to your quote. Thank you!

At Kingsheng Tech, we handle a large number of RFQs every day. The more complete your information, the faster and more accurate your quote.
If you provide the information as outlined above, we can usually send you a formal quote within 24 hours.
If you're not sure whether your documents are complete, feel free to send them over anyway – we'll review them and let you know what's missing.

With 17 years of expertise in PCBA design, manufacturing, and service, KingshengPCBA is ready to help turn your ideas into reality. Feel free to contact us anytime to discuss your requirements and get a professional quotation.