What to Share During the RFQ Process with Your Contract Manufacturer

The Request for Quotation (RFQ) process is one of the first steps you need to carry out to help you to evaluate and choose a contract manufacturer. A well-prepared RFQ not only helps you receive accurate and competitive pricing but also sets the tone for communication and expectations. When you provide complete and detailed information up front, you give your manufacturer the tools they need to evaluate your project properly and avoid costly surprises later.

In this post, we’ll look at the key items you should share during the RFQ process so you can secure the most reliable quote and start your project on the right foot. So, let's start with the list. 

Bill of Materials (BOM)

The BOM is the blueprint of any RFQ you send to your contract manufacturer. It’s a detailed list of every component that goes into your product, and it directly influences both pricing and lead times. Without a complete BOM, your manufacturer is forced to make assumptions, which often leads to inaccurate or incomplete quotes.

A strong BOM should include:

• Part numbers: Internal or industry-standard references for each component. An example of this would be referencing a McMaster-Carr part number. 

• Material specifications: Define the type of material and grade. An example would be Aluminum 6061-T1 instead of just aluminum. 

• Quantities: How many of each part are needed for the product? A common example is that you need a quantity of 10 screws for the product, so the quantity is 10. 

• Part Finish: What kind of finish is needed for the part? This includes, polished, anodizing, powder coating, etc…

• Processing: This defines your preferred fabrication process. Such as plastic injection molding, CNC, die-cast, etc…

• Preferred suppliers or vendors: If you have existing sourcing preferences.

The more detail you include in your BOM, the easier it is for your manufacturer to provide a realistic and competitive quote that reflects your exact product requirements.

CAD Files

Along with your BOM, CAD files are essential for helping your contract manufacturer understand the details of your design. Two-dimensional drawings and three-dimensional models remove ambiguity by showing exact dimensions, tolerances, and features that aren’t always clear from written descriptions alone. Also, not every supplier might be able to open a specific CAD file, such as SolidWorks. Instead, send STEP files. 

By sharing complete and up-to-date CAD files during the RFQ process, you ensure that the quote reflects the true complexity of your product and avoid costly revisions down the line.

Product Introduction

While technical documents provide the details, a short product introduction gives your manufacturer the bigger picture. This overview explains what the product is, its purpose, and who it is designed for. By sharing this context, you help your contract manufacturer understand the intended use, which often influences material choices, durability requirements, and even packaging considerations. This will also be helpful if your contract manufacturer offers design for manufacturing (DFM). If your supplier doesn't understand the intended use, then they can't help you to refine the product design. 

A product introduction doesn’t need to be lengthy; just make it a clear summary of the product’s function, key features, and target market. This background ensures that the manufacturer looks beyond the individual parts and considers how they work together to deliver a reliable end product.

Quality Requirements

Defining quality expectations early in the RFQ process helps avoid misunderstandings later in production. Manufacturers need to know the level of precision, durability, and consistency you expect, as these factors directly impact processes, inspection methods, and cost.

Your quality requirements might include details such as:

• Specific tolerances for critical dimensions.

• Surface finish expectations.

• Functional performance standards.

• Testing and inspection procedures (e.g., AQL sampling, 100% inspection).

By clearly communicating your quality standards, you ensure your manufacturer prepares an accurate quote that reflects not only the cost of production but also the necessary quality assurance measures.

Assembly Instructions

If your product requires assembly, it’s important to share clear instructions and videos during the RFQ process. These details help your contract manufacturer understand the number of steps involved, the level of skill required, and the equipment or tooling needed to complete assembly. All of this has a direct impact on labor time and costs.

Providing assembly instructions upfront ensures your manufacturer can properly account for labor, complexity, and workflow when preparing your quote.

Minimum Order Quantity (MOQ)

Your expected order volume plays a key role in how a manufacturer structures your quote. By sharing your minimum order quantity (MOQ) or projected volumes, you allow the supplier to plan production efficiently and offer pricing that matches your needs.

Larger order quantities often reduce per-unit costs because they allow for economies of scale, while smaller runs may require adjustments in pricing or production methods. Being upfront about your MOQ also helps your contract manufacturer confirm whether they can support your volume requirements. 

Target Price

Sharing a target price during the RFQ process helps guide your contract manufacturer toward solutions that fit your budget. While some companies hesitate to reveal this number, it can save time by ensuring that the proposed materials, processes, and production methods align with your financial goals.

For example, if your target price is aggressive, your supplier may suggest alternative materials, simplify certain processes, or adjust the design to reduce costs. On the other hand, if the target price allows more flexibility, they can focus on higher-end finishes or advanced features.

Being transparent about your target price early helps avoid misaligned quotes and wasted effort on both sides.

Certification Requirements

Many products must meet specific regulatory or industry standards, and these requirements should be communicated during the RFQ process. Certifications often dictate material selection, production methods, and testing procedures, all of which affect cost and lead time.

Some common examples include:

• ISO 13485 for medical devices.

• IATF 16949 for automotive 

• UL or CE for electrical products.

• FCC for electronics with radio components.

• RoHS or REACH for material compliance.

By clearly listing the certifications your product requires, you give your contract manufacturer the opportunity to confirm compliance and prepare a quote that reflects the additional testing, documentation, and processes involved.

Conclusion: The RFQ Process

The RFQ process is more than just asking for a price; it’s about laying the foundation for a productive partnership with your contract manufacturer. By sharing complete and detailed information, from your BOM and CAD files to quality expectations and certification requirements, you give your manufacturer the clarity they need to provide an accurate and competitive quote.

The more transparent you are during this stage, the fewer surprises you’ll encounter later in production. A well-prepared RFQ not only speeds up the quoting process but also sets the stage for smoother collaboration, better quality, and more predictable costs.