PCB Assembly RFQ Checklist: Gerber, BOM, Pick-and-Place Files and More

1. Quick answer: What should a PCB assembly RFQ include?

A complete PCB assembly RFQ should include the following information:

1. Gerber or ODB++ fabrication and solder mask files.
2. Excellon drill files and the finished PCB specification.
3. A complete BOM with part numbers, quantities, descriptions, and approved alternatives.
4. Pick-and-place or centroid files with reference designators and X-Y coordinates.
5. Assembly drawings that show component polarity, orientation, and special notes.
6. PCB revision, assembly revision, and revision date.
7. Required order quantity, prototype quantity, and forecast quantity.
8. Component supply responsibility: customer supplied, manufacturer supplied, or mixed.
9. Testing, inspection, programming, coating, and cleaning requirements.
10. Packaging, labeling, shipping destination, and required delivery date.
11. Applicable compliance requirements, such as RoHS, REACH, UL, or IPC class.
12. Contact information for technical questions and approval of substitutions.

The most important rule is simple: all files must describe the same PCB revision. A BOM from revision C combined with Gerbers from revision B can create wrong component placement, incorrect drilling, or an invalid quotation.

2. Why incomplete RFQ data causes quotation problems

PCB assembly pricing depends on more than the number of boards. A manufacturer must estimate printed circuit board cost, component cost, feeder setup, stencil cost, machine time, manual work, inspection, testing, packaging, and freight.

When data is missing, the supplier may use assumptions. For example, an absent component value may require manual engineering review. A missing polarity mark may require a drawing request. An unclear part number may prevent a reliable stock and lead-time check.

Common effects of missing information

A good RFQ reduces uncertainty before the supplier commits to a number. It does not need to be complicated. It needs to be complete, consistent, and easy to review.

3. Gerber files: the basic PCB fabrication data

Gerber files describe the copper, solder mask, silkscreen, paste, and outline layers of a printed circuit board. The supplier uses them to check board construction and request a bare PCB manufacturing price.

Gerber files normally required

• Top copper layer.
• Bottom copper layer.
• Inner copper layers for multilayer boards.
• Top solder mask and bottom solder mask.
• Top silkscreen and bottom silkscreen.
• Top paste and bottom paste layers when stencil data is needed.
• Board outline and routed profile.
• Any scoring, slot, cutout, or V-groove information.
• Impedance or controlled-depth information when applicable.

Some designers use the RS-274X Gerber format. Others export ODB++ or IPC-2581 data. These intelligent manufacturing formats can include layer relationships and additional design information. The exact format matters less than whether the files are complete and generated from the final design revision.

Gerber review points

Check that the board outline is clear and closed. Confirm that plated holes, non-plated holes, slots, and cutouts are shown in the correct files. Review whether reference designators are visible enough for inspection but not placed over pads.

For a two-sided assembly, make sure both top and bottom placement data is included. If the design has components on the bottom side, the supplier must plan a second placement and reflow operation or another suitable process.

Include the finished board thickness, copper weight, surface finish, solder mask color, silkscreen color, layer count, minimum track and spacing, and any special material requirement. These details can change the PCB price and lead time.

4. BOM: the file that controls component sourcing and cost

The bill of materials lists every component needed to build the assembly. It is one of the most important files in a PCB assembly quotation because components often represent the largest part of the total cost.

Required BOM columns

A description such as "capacitor, 1 uF" is not enough for reliable sourcing. The voltage rating, tolerance, dielectric, package size, temperature rating, and part number may all affect the quotation.

How to make a BOM quotation ready

1. Remove empty rows and unused reference designators.
2. Use one consistent quantity per board.
3. Separate no-populated components from installed components.
4. Mark customer-supplied parts clearly.
5. Identify parts that must not be substituted.
6. List approved alternatives with complete manufacturer part numbers.
7. State whether moisture-sensitive parts need special handling.
8. Confirm that the BOM reference designators match the placement file.

For large BOMs, an Excel or CSV file is usually easier to review than a PDF. A PDF can be included as a reference, but editable data helps the purchasing team check availability and calculate quantities.

5. Pick-and-place files: the data used to place components

A pick-and-place file, also called a centroid file or XY file, tells the automated placement machine where to install each component. It normally includes the reference designator, X coordinate, Y coordinate, rotation, and side of the board.

Recommended pick-and-place fields

• Reference designator.
• Part number or package name.
• X coordinate.
• Y coordinate.
• Rotation angle.
• Top or bottom side.
• Board origin or coordinate system.

Different PCB design tools may use different origins, units, and rotation conventions. Tell the supplier whether the file uses millimeters or inches. Also state whether the origin is at the board corner, panel corner, or another reference point.

The rotation value must be checked for polarized parts and pin one. A diode, LED, electrolytic capacitor, connector, or integrated circuit can be placed incorrectly if the CAD rotation and assembly drawing do not agree.

Placement file comparison

6. Assembly drawings and polarity information

An assembly drawing is a visual guide for placing components. It supports the BOM and pick-and-place file by showing the location, orientation, reference designator, and special assembly notes.

Provide a top assembly drawing and a bottom assembly drawing when both sides contain parts. Include a clear pin one mark for integrated circuits. Show the positive and negative direction for diodes, LEDs, and polarized capacitors.

Mark connectors, switches, displays, shields, heat sinks, transformers, and mechanical parts that need special handling. If a part must be hand soldered, installed after reflow, or secured with adhesive, write that instruction in the drawing or process note.

Useful drawing notes

• Component orientation and pin one position.
• Parts that must be installed by hand.
• Keep-out areas for connectors and mechanical housings.
• Height limits on the top and bottom sides.
• Required solder fillet or lead cut condition.
• Conformal coating areas and prohibited areas.
• Cleaning restrictions and no-clean process instructions.

Do not rely on the silkscreen alone to show polarity. Silkscreen marks may be hidden by a component body or removed to meet clearance rules. Use the assembly drawing and design data together.

7. PCB specifications that affect the quotation

The bare PCB specification is required even when the customer supplies the boards. It allows the manufacturer to plan incoming inspection and confirm that the board is compatible with the assembly process.

Also state whether the PCB has edge connectors, castellated holes, blind vias, buried vias, filled vias, press-fit holes, or impedance-controlled traces. RF, high-speed, high-voltage, and high-current boards may require additional technical review.

8. Quantity, forecast, and delivery information

Quantity directly affects material pricing, machine setup cost per board, stencil cost allocation, and purchasing strategy. A quote for 10 prototypes may have a different unit price from a quote for 1,000 production units.

Include these commercial quantities

• Prototype quantity.
• First production quantity.
• Annual or quarterly forecast.
• Expected repeat order quantity.
• Minimum order quantity, if applicable.
• Required partial shipment schedule.
• Target delivery date and destination.

For example, state "20 boards for prototype build, 500 boards for the first production order, and an estimated annual demand of 5,000 boards." This gives the supplier more useful information than "Please quote best price."

Ask the supplier to separate one-time charges from recurring charges. Typical one-time charges include stencil, fixture, programming setup, and engineering preparation. Recurring charges include components, PCB fabrication, assembly, inspection, and testing.

9. Component sourcing instructions

Tell the supplier who will purchase each component. The three common models are turnkey, consigned, and hybrid sourcing.

If you provide components, list the quantity, packaging type, lot information, and expected arrival date. Include a material shortage allowance when appropriate. For example, a reel may contain 1,000 parts, but the build may require 1,020 parts after setup and process loss.

State whether substitutions are allowed. A supplier should not replace a component without written approval when electrical, mechanical, safety, firmware, or regulatory performance may change.

Component availability questions

Ask for a separate list of obsolete, end-of-life, long-lead, and shortage-risk parts. This makes it easier to approve alternatives before production starts. The supplier should identify changes in manufacturer, package, pin assignment, electrical rating, and country of origin.

10. Manufacturing process and assembly requirements

Describe the assembly process you expect. Most standard electronic assemblies use surface mount technology, through-hole assembly, or a combination of both.

• SMT placement on the top side.
• SMT placement on the bottom side.
• Through-hole insertion.
• Wave soldering or selective soldering.
• Hand soldering for special components.
• Press-fit installation.
• Wire, cable, or box-build integration.

Tell the manufacturer if the assembly has large connectors, heavy transformers, tall capacitors, heat sinks, odd-form parts, or parts that cannot pass through a standard reflow profile.

Specify the solder type, such as lead-free or tin-lead, when required. Also include cleaning requirements, flux restrictions, conformal coating, potting, adhesive, or selective masking requirements.

PCB assembly process flow chart

11. DFM, DFA, and assembly review information

Design for manufacturability, or DFM, checks whether the PCB can be fabricated consistently. Design for assembly, or DFA, checks whether components can be placed, soldered, inspected, and tested efficiently.

Important DFM review items

• Minimum copper width and spacing.
• Pad size and solder mask clearance.
• Component-to-component spacing.
• Component-to-board-edge clearance.
• Fiducial locations for machine alignment.
• Panel rails, tooling holes, and breakaway tabs.
• Thermal pad design for QFN, DFN, and power packages.
• Solder paste aperture design.
• Via location near or inside surface mount pads.
• Rework access and inspection visibility.

Ask for a DFM report before mass production when the design is new, high density, fine pitch, RF, high power, or safety critical. A small design correction before the stencil is made can prevent larger rework costs later.

For prototypes, the supplier may suggest panelization to improve machine efficiency. Confirm whether your boards should be delivered as individual units, as a panel, or with a temporary rail.

12. Testing, inspection, and quality requirements

A quotation is incomplete if it does not define how the finished assembly will be checked. State the required inspection level and test method before production.

Common documents include a functional test procedure, test fixture drawing, programming file, firmware version, test limits, and test report format. If the supplier is expected to program the board, provide the file, method, connector pinout, and security instructions.

IPC and compliance requirements

State the required workmanship class when applicable. IPC Class 2 is common for general electronic products. IPC Class 3 is used for products where continued performance is important and higher requirements may apply.

Also identify RoHS, REACH, UL, CE, conflict minerals, halogen-free, medical, automotive, aerospace, or other customer requirements. The exact compliance document depends on the product and destination market.

13. Programming and firmware details

Many PCB assemblies need firmware loading before shipment. Programming should be included in the RFQ because it affects labor, equipment, security, and test time.

Provide the firmware file, version number, programming interface, connector or test pad location, programming sequence, and pass or fail criteria. State whether each board needs a unique serial number, MAC address, calibration value, or customer ID.

If the firmware is confidential, explain how it will be transferred and stored. A manufacturer may need access control, a secure server, or a customer-approved programming station.

Programming data checklist

1. File name and firmware version.
2. Programming hardware and software.
3. Interface type, such as JTAG, SWD, UART, USB, or test pads.
4. Programming time per board.
5. Required erase, verification, and reset steps.
6. Serial number or calibration data format.
7. Test record and traceability requirements.

14. Special information for RF and high-speed PCB assembly

RF and high-speed boards need more information than a standard digital board. The quotation team may need to review controlled impedance, material, stack-up, shielding, connector placement, and test methods.

• Target impedance values, such as 50 ohm or 90 ohm differential.
• Approved laminate and dielectric construction.
• Stack-up drawing with copper thickness.
• RF connector part numbers and installation method.
• Shield can dimensions and soldering requirements.
• Critical trace and component placement rules.
• Required RF test equipment and frequency range.
• Calibration data and acceptance limits.

For microwave or sensitive RF products, include the required test report format. A manufacturer may quote assembly correctly but exclude network analysis, cable calibration, shielding, or specialized functional testing unless these items are clearly listed.

Benewave can use the supplied fabrication data, assembly data, and test details to identify questions before production planning. Early review is especially useful when the design includes small pitch packages, RF connectors, or mixed technology assembly.

15. Packaging, labeling, and shipping requirements

Packaging protects the assembly from electrostatic discharge, moisture, impact, and contamination. Include packaging requirements in the RFQ instead of discussing them after production.

• ESD-safe bags, trays, or boxes.
• Moisture barrier bags and desiccant.
• Humidity indicator cards.
• Individual board separators.
• Custom labels or serial number labels.
• Barcode type and location.
• Quantity per inner box and master carton.
• Special protection for connectors, switches, or displays.
• Shipping terms and destination country.

Tell the supplier whether boards should be shipped in panels or separated. If a board is sensitive to moisture, heat, bending, or electrostatic discharge, state the storage and packing requirements.

16. File naming and revision control

Good file naming prevents errors when several versions are exchanged by email. Use the product name, file type, revision, and date in each file name.

Place all RFQ files in one compressed folder. Add a text file called "Release_Notes" that lists the product name, revision, date, file list, known changes, and open questions.

Revision control steps

1. Assign one PCB revision and one assembly revision.
2. Use the same revision in the BOM, Gerber archive, drawing, and placement files.
3. Remove old files from the quotation package.
4. List every engineering change since the previous build.
5. Ask the supplier to confirm the received revision.
6. Approve a controlled production package before materials are purchased.

17. Step-by-step method to prepare an RFQ package

Use the following process before sending your quotation request. It takes less time than correcting a wrong quote or delayed build.

After sending the package, reply quickly to technical questions. A fast answer about one component or drawing note can prevent several days of quotation delay.

18. PCB assembly RFQ checklist table

19. How to compare PCB assembly quotations

The lowest unit price is not always the lowest project cost. Compare quotations using the same scope. A quote that excludes testing, tooling, programming, or component shortage risk may appear cheaper at first.

Request a clear breakdown of non-recurring engineering charges, recurring unit cost, material deposits, minimum order quantities, and quote validity. Component markets can change, so the date and validity period should be visible.

20. Common RFQ mistakes and how to prevent them

Mistake 1: Sending only a PDF

A PDF drawing is useful for visual review but does not provide machine-ready placement or sourcing data. Send the native BOM and centroid files in addition to the PDF.

Mistake 2: Using vague component descriptions

"Resistor 1K" does not define package, power rating, tolerance, or approved manufacturer. Use a complete part number and verify that the package matches the PCB footprint.

Mistake 3: Forgetting the bottom side

A double-sided assembly needs bottom placement, bottom paste, bottom assembly data, and process planning. Mark all bottom-side components clearly.

Mistake 4: Allowing automatic substitutions

Some alternatives have the same basic value but different pinouts, dimensions, temperature ratings, or electrical performance. Define the approval process before sourcing starts.

Mistake 5: Hiding test requirements until production

ICT and functional testing may require fixtures, software, test points, and engineering time. Include these requirements in the first RFQ.

Mistake 6: Mixing file revisions

Use a release package with one revision. Ask the supplier to identify any mismatch before the quote is accepted.

Mistake 7: Not stating the delivery destination

Shipping cost, customs documents, tax treatment, and delivery time depend on the destination and trade terms. Add the country, city, and preferred shipping method.

21. Questions to ask a PCB assembly supplier

1. Can you confirm that all files were received and opened correctly?
2. Did you find any mismatch between the BOM, Gerbers, and pick-and-place files?
3. Which components are unavailable or have a lead time longer than the target schedule?
4. Are any substitutions included in the quotation?
5. Does the price include PCB fabrication, assembly, inspection, and testing?
6. What one-time tooling or engineering charges apply?
7. What is the material lead time and assembly lead time?
8. What are the minimum order quantities for parts and finished boards?
9. Which workmanship standard will be used?
10. Can you provide a DFM report before production?
11. How are customer-supplied materials counted and stored?
12. What quality records will be supplied with the shipment?
13. How will firmware, serial numbers, and test results be controlled?
14. What packaging and shipping method is included?

22. Frequently asked questions about PCB assembly RFQs

Can a manufacturer quote PCB assembly without Gerber files?

A preliminary estimate may be possible from native CAD data, a PDF, or a previous design. However, a reliable quote normally needs fabrication data. Gerbers, ODB++, or IPC-2581 files allow the supplier to review the actual board size, layer count, outline, holes, and special features.

Can I send a BOM without manufacturer part numbers?

You can send it for an early budget estimate, but the result may not be accurate. Complete manufacturer part numbers help the purchasing team check availability, packaging, price, lifecycle status, and approved alternatives.

Is a pick-and-place file required for manual assembly?

It may not be essential for a small manual build, but it is still useful. It confirms component locations and reduces placement questions. For automated SMT assembly, a clean pick-and-place file is strongly recommended.

What if my PCB design software cannot export a centroid file?

Send the native CAD file, assembly drawing, and any available coordinate report. The manufacturer may create the placement data, but this can add engineering time and may require confirmation of the origin and rotation convention.

Should I include a sample board?

Include a sample when mechanical fit, special soldering, repair history, or an existing production process is important. A sample can help the supplier understand workmanship expectations, but it does not replace current digital design files.

How many boards should I request in a prototype quote?

Choose a quantity that supports electrical testing, mechanical testing, customer samples, and expected rework. Many projects begin with 5 to 20 boards, but the correct number depends on the product risk and test plan.

How long does a PCB assembly quotation take?

A simple, complete RFQ may be reviewed within one business day. Complex boards with hundreds of parts, long-lead components, RF testing, custom fixtures, or special compliance requirements may need more time. Complete files usually reduce the number of review cycles.

What is the difference between turnkey and consigned assembly?

In turnkey assembly, the manufacturer purchases most or all materials. In consigned assembly, the customer supplies some or all materials. A hybrid model combines both. State the model clearly because it changes the quote, material control, and delivery plan.

Should I ask for a DFM review before placing an order?

Yes, especially for a new design or a high-density assembly. A DFM review can find pad, spacing, panelization, component height, and solder paste problems before tooling and production begin.

23. A practical RFQ email template

Use this structure when contacting a PCB assembly manufacturer:

This format gives the supplier a clear technical and commercial starting point. Replace the sample values with your project data and keep the same revision in every file name.

24. Final checklist before sending the files

Before sending your PCB assembly RFQ, complete this final review:

1. Open the Gerber files in a viewer and check every layer.
2. Confirm the board outline, holes, slots, and cutouts.
3. Check that the BOM includes every installed component.
4. Match every BOM reference designator to the placement file.
5. Confirm top and bottom component data.
6. Check polarity and pin one markings.
7. Identify no-populate parts and approved substitutes.
8. State board specifications and assembly process.
9. Add quantity, forecast, target date, and destination.
10. Define inspection, testing, firmware, and packaging requirements.
11. Confirm compliance and workmanship standards.
12. Remove old revisions from the package.
13. Use clear file names and add release notes.
14. Ask the supplier to confirm assumptions in the quotation.

A complete RFQ package makes the quotation more comparable and reduces avoidable delays. It helps the manufacturer calculate the real scope, identify component risks, and provide a realistic lead time. Whether you need a prototype, a small batch, or a repeat production program, Benewave can review the available manufacturing data and clarify the next steps before assembly begins.

Conclusion

The fastest PCB assembly quotation starts with accurate and consistent data. Gerber files define the board, the BOM defines the materials, and the pick-and-place file defines automated placement. Assembly drawings, quantities, sourcing rules, testing details, compliance standards, and shipping instructions complete the commercial and technical picture.

Use this 12-part PCB assembly RFQ checklist every time you request a quote. A well-organized package reduces questions, improves cost accuracy, exposes component risks early, and gives both the buyer and manufacturer a stronger production plan.