Wire Harness RFQ Best Practices
Get accurate quotes faster with properly prepared RFQ documentation. This guide covers everything you need to include in your request for quote to minimize back-and-forth and receive competitive, comparable bids.
Why RFQ Quality Matters
Wire harnesses are complex assemblies with potentially 50-100 different components in a typical bill of materials. The quality of your RFQ directly impacts quote accuracy, turnaround time, and ultimately your project success. Incomplete or unclear requirements lead to delays, requoting, and potential cost overruns.
of RFQs require follow-up clarification
typical delay from incomplete specs
quote variation from unclear requirements
The Cost of Poor RFQs
Any lack of accuracy in wire harness quotes can result in quotes that don't align with actual expenses, jeopardizing budgets and potentially leading to unforeseen cost overruns during project execution. The financial repercussions of an inaccurate RFQ can range from hundreds to thousands of dollars.
Additionally, wire harnesses constantly evolve due to changes in electrical systems, new components, terminals, and specifications. A well-prepared RFQ establishes a clear baseline that helps manage these changes effectively.
Essential RFQ Information
To obtain accurate quotes, manufacturers need detailed information about your project. Here's what to include in every wire harness RFQ.
Technical Documentation
Drawings & Sketches
- • 2D assembly drawing with dimensions
- • Connector pinout diagrams
- • Routing and bend radius requirements
- • Tolerance specifications
Bill of Materials (BOM)
- • Wire types, gauges, and colors
- • Connector part numbers
- • Terminal specifications
- • Cable lengths per circuit
Application Information
Understanding the design application helps manufacturers optimize the quote and identify potential issues early.
Commercial Requirements
Quantity & Timeline
- • Initial order quantity
- • Annual volume forecast
- • Project start date
- • Production milestones
Terms & Conditions
- • Payment terms expected
- • Warranty requirements
- • Contract length/renewals
- • Shipping destination
Quality Requirements
Complete RFQ Checklist
Use this comprehensive checklist to ensure your RFQ includes all necessary information for accurate quoting.
| Category | Required Items | Priority |
|---|---|---|
| Drawings | Assembly drawing, pinout diagram, routing sketch, dimensional callouts | Critical |
| BOM | Wire specs, connector P/N, terminals, cable lengths, quantities per assembly | Critical |
| Quantities | Initial order qty, annual forecast, blanket order potential | Critical |
| Quality | IPC class, testing requirements, certifications needed | High |
| Application | End use, environment, signal types, industry sector | High |
| Timeline | Quote due date, prototype need date, production start | High |
| Commercial | Target pricing (if any), payment terms, shipping location | Helpful |
| Contact | Technical contact, commercial contact, decision timeline | Helpful |
Tip: For medical and aerospace applications, expect additional documentation requirements including material certifications, REACH/RoHS compliance, temperature/flammability ratings, and industry-specific standards (MIL-SPEC, ISO 13485).
Common RFQ Mistakes to Avoid
These common mistakes cause delays, inaccurate quotes, and project issues. Learn from others' experiences to streamline your procurement process.
Incomplete or missing drawings
Impact: Manufacturers cannot accurately estimate labor and materials
Solution: Always include at least a 2D sketch with key dimensions, even if not production-ready
Vague component specifications
Impact: Quotes based on assumptions may not match actual requirements
Solution: Specify exact part numbers or "or equivalent" with acceptance criteria
Missing volume information
Impact: Cannot optimize pricing for quantity breaks or tooling amortization
Solution: Include initial quantity, annual forecast, and program lifetime volume
Unclear quality requirements
Impact: Quotes may assume wrong IPC class or testing level
Solution: Specify IPC/WHMA-A-620 class and all required testing explicitly
No application context
Impact: Manufacturer cannot identify potential design issues or optimizations
Solution: Describe end-use application, environment, and any special requirements
Unrealistic timelines
Impact: Expedite fees or inability to quote
Solution: Allow 3-5 days for quotes, 4-8 weeks for prototypes
Tips for Faster Quote Turnaround
Implement these strategies to reduce quote cycle time and get your project moving faster.
Use Standard Formats
- Provide drawings in DWG, DXF, or PDF format
- Use spreadsheet format for BOM
- Include all files in a single package
Pre-Qualify Opportunities
- Only send RFQs you intend to award
- Communicate realistic budget expectations
- Share decision timeline upfront
Streamline Communication
- Designate single technical contact
- Set clear response expectations
- Use consistent RFQ numbering
Request ROM First
- Get rough order of magnitude pricing early
- Refine specs before detailed quote
- Budget quotes can come in 24-48 hours
Consider Blanket Orders
For larger or long-term orders, a blanket order may be ideal for securing quoted costs. Blanket orders ensure the quoted cost remains the same for the order length and help secure hard-to-get materials. This approach also simplifies repeat procurement and strengthens supplier relationships.
Evaluating Quotes Effectively
When quotes arrive, ensure you're comparing apples to apples. Use this framework to evaluate responses objectively.
| Evaluation Factor | What to Compare | Weight |
|---|---|---|
| Unit Price | Price at each quantity break, NRE fees | 25-35% |
| Quality Capability | Certifications, IPC class capability, testing | 20-25% |
| Lead Time | Prototype and production delivery capability | 15-20% |
| Technical Support | Engineering assistance, DFM feedback | 10-15% |
| Specifications Match | Are all requirements quoted correctly? | 10-15% |
| Commercial Terms | Payment terms, warranty, MOQ flexibility | 5-10% |
For comprehensive manufacturer evaluation criteria, see our guide on how to choose a wire harness manufacturer and top 10 questions to ask manufacturers.
"The best RFQs we receive include a simple 2D drawing, a clear BOM, and context about the application. This allows us to provide accurate quotes within 48 hours and often suggest improvements that save our customers money. Missing information always extends the timeline and can lead to costly misunderstandings."
Frequently Asked Questions
What should I include in a wire harness RFQ?
A complete wire harness RFQ should include: detailed drawings or sketches with dimensions, bill of materials (BOM), wire types and gauges, connector specifications, quantities and annual volume forecast, quality requirements (IPC class), environmental conditions, testing requirements, and target pricing/delivery timeline.
How long does it take to get a wire harness quote?
With complete documentation, most manufacturers can provide a quote within 3-5 business days. Complex assemblies or incomplete information may extend this to 1-2 weeks. Budget or ROM quotes can often be provided within 24-48 hours with preliminary specifications.
Why do wire harness quotes vary so much between manufacturers?
Quote variations result from differences in component sourcing, labor costs, quality standards interpretation, overhead structures, and risk assessment. Clearer specifications reduce variation by ensuring all suppliers quote the same requirements.
What is the minimum order quantity for custom wire harnesses?
MOQ varies by manufacturer and complexity. Typical ranges are 25-100 units for prototypes and 100-500 units for production. Some manufacturers offer lower quantities with adjusted pricing, while high-volume production may require 1000+ unit commitments.
Should I share my target price with manufacturers?
Sharing a realistic target price can help manufacturers determine if the project fits their capabilities and identify cost-saving opportunities. However, unrealistic targets may result in declined quotes or reduced quality assumptions.
Sources & Further Reading
Ready to Submit Your RFQ?
Our team responds to complete RFQs within 48 hours. Include your drawings, BOM, and quantities, and we'll provide competitive pricing with DFM recommendations.