A useful bill of materials request for quotation, or BOM RFQ, does more than forward an engineering list. It tells the supplier exactly which orderable parts are needed, how many to quote, when they are required and which conditions must not change without approval. Clear identification, quantity definitions and delivery requirements make the request easier to verify and quote.
1. Separate per-unit usage from the purchase quantity
The quantity in an engineering BOM may mean usage per machine or per PCB. A supplier normally needs the quantity for the current purchase request. Retain internal item codes and reference designators where they help verification, but add an explicit purchase quantity and unit of measure.
For an illustrative calculation, a device using two connectors requires 200 connectors for a build of 100 devices. Any additional allowance for loss, spare stock or after-sales service should be decided separately by the project team—not silently added by the supplier. Keep annual forecasts separate from confirmed current demand so that a forecast is not mistaken for an order.
Before combining the same item across modules, confirm that the manufacturer, complete part number, packaging and delivery requirements actually match. Rows with the same internal code but different revision requirements should not simply be added together.
2. Use the complete orderable part number
Include the manufacturer and full ordering code on each line, with all relevant suffixes. Internal codes, device markings, series names and shorthand descriptions can help, but they do not replace an identifiable orderable part number.
For example, Hirose FH12-10S-0.5SH(55) identifies a specific product. Shortening it to “FH12 10P” without confirmation removes information from the order specification.[1] For connector assemblies, state whether the request covers a board header, housing, contacts or a defined complete set. JST lists these components separately; “one XH set” is not a sufficient component list.[2]
When a part number is uncertain, preserve the original text and add a clarification field. Do not remove characters or overwrite the entry with a similar search result. An approved alternative should have its own part number and approval record, not be mixed with the original code in one cell.
3. Distinguish delivery targets from confirmed commitments
Specify whether a date means requested shipment or required arrival, and include the receiving region. For scheduled deliveries, state the quantity and target date of each release rather than providing one total and the word “urgent.”
Describe packaging requirements: original manufacturer packaging, permitted repacking, full reels or an agreed sample format. Minimum order quantity, pack multiples, repacking charges and available quantity should be confirmed in the quotation. A blank requirement does not establish the supplier's default as acceptable.
For comparable quotations, also clarify currency, taxes, freight, quotation validity and any documentation or inspection included. These are transaction-specific confirmation items, not conditions that are automatically identical across suppliers.
4. Use linked tables when one wide worksheet becomes unreadable
The fields below can be maintained in a spreadsheet or an internal system. For readability, product identification and purchasing conditions are shown separately, linked by the same line number.
Illustrative product entries. Quantities and requirements are fictional and do not represent stock, quotations or actual orders.
| Line | Manufacturer | Complete part number / description | Purchase quantity | Clarification status |
|---|---|---|---|---|
| 01 | Hirose | FH12-10S-0.5SH(55) | 200 pcs | Part identified; commercial conditions to be confirmed |
| 02 | JST | XHP-4 housing; contacts and header listed separately | 300 pcs | Part identified; mating-component list to be confirmed |
| 03 | Not provided | Original description: “0.5 mm FPC connector” | 100 pcs | Insufficient information to establish a part number |
The named products can be identified in their manufacturers' resources,[1][2] but identification does not establish application suitability. The third row should not be converted into a definite part number by guessing.
RFQ conditions linked to the product lines
| Line / scope | Requirement to define | Project entry |
|---|---|---|
| Each line | Whether candidate alternatives may be quoted separately, and who approves them | ______ |
| Each line | Packaging, date-code or lot preferences, and accompanying documents | ______ |
| Each line | Scheduled quantities and requested shipment or arrival dates | ______ |
| Whole RFQ or specified lines | Destination region, currency, tax and freight basis | ______ |
| Whole RFQ | BOM revision, RFQ date, contact and target response date | ______ |
5. Make missing information visible
Useful line statuses include “information clear—quotation verification can proceed,” “engineering clarification required” and “separate candidate quotation permitted.” Permission to propose a candidate is not permission to change the supplied part without approval.
When a supplier's response differs from the request, list the differences explicitly: a changed suffix, different packaging, insufficient quantity, a delivery gap or an unavailable document. Procurement can then decide whether to accept them. Reviewing only the unit-price column is not enough.
For revisions, preserve line numbers or provide a clear old-to-new mapping, and state which part numbers, quantities or dates have changed. This makes it possible to establish which version of the request a quotation answers.
6. Check the request across engineering, planning and procurement
Engineering should confirm identity, revision and substitution authority. Planning or the project team should confirm quantities and delivery targets. Procurement should confirm commercial terms and documentation needs. An RFQ can include unresolved items, provided they are visible and the supplier knows what to clarify first.
A complete RFQ is not one with no blank cells; it is one in which important unknowns cannot be mistaken for agreed requirements. When submitting a BOM to MISUXIN, include the current purchase quantities, delivery targets and fixed conditions. Supply and transaction terms remain subject to subsequent confirmation by both parties.
Related reading
How to Prepare a Request for Chinese-Brand Component Alternatives
Component Traceability: Date Codes, Lots and Supporting Documents
References
[1] Hirose, FH12-10S-0.5SH(55) Product Information. Product specifications. Used to illustrate a complete part number, position count, pitch and contact location, not as a selection recommendation or availability statement.
[2] JST, XH Product Page. Product and component lists for housings, contacts and headers; each component must be identified separately.
References accessed September 17, 2026. Product examples illustrate documentation and evaluation methods; they are not part recommendations, interchangeability approvals or supply commitments.