How to prepare an electronic component quotation enquiry

1. State the objective

Are you requesting a price for an exact part, looking for an alternative or defining a new design? State this at the outset. An exact-part enquiry and a technical comparison need different information. If some requirements are still open, identify them rather than filling in assumed values.

2. Identify the component

Include the manufacturer and full part number, preserving suffixes, package references and variants. Distinguish your internal code from the manufacturer reference. For a bill of materials, use one row per item and identify references that cannot be substituted.

3. Separate quantities and schedule

Specify the quantity for the current enquiry, any sample requirement and the requested delivery date. Keep expected annual demand separate from the immediate quantity: an estimate is not a purchase commitment. If deliveries are split, describe the intended schedule and distinguish required dates from preferred dates.

4. Describe the application and constraints

For an alternative, share the existing datasheet and identify the electrical, mechanical and operating requirements that must remain compatible. A commercial proposal does not itself establish equivalence or design qualification. For a new application, describe the function and the information already available.

5. Attach the right documents

For components, a bill of materials and reference datasheet help the discussion. For a PCB, prepare the board files and manufacturing requirements; for PCBA, also the bill of materials and assembly data. For heat sinks and thermal interfaces, include available drawings, dimensions and operating conditions. Keep these requirements separate when the project spans several product areas.

6. Make the next step clear

Identify a contact person and explain whether you need initial feasibility feedback, a quotation or a more detailed technical discussion. I review the enquiry and coordinate with the relevant partner. Availability, technical suitability, conditions and timing are assessed for the specific project; no stock or delivery promise is implied by submitting a form.

A template to copy into your enquiry

Complete only the information available. For long bills of materials, use an attachment; agree sharing arrangements before disclosing confidential information.

Subject: quotation enquiry / alternative assessment
Company and contact:
Manufacturer and full part number:
Internal customer code, if applicable:
Quantity required now:
Expected annual demand, if available:
Required delivery date or schedule:
Application and constraints:
Alternatives allowed: yes / no / to be assessed
Attached documents:
Information still to be defined:

The relevant partner for each product area

• DSPM TLC · electronic components and thermal interface materials in the represented product line.
• TECHBOARD GROUP · PCB manufacturing and PCBA assembly.
• ALUTHERM · heat sinks and aluminium profiles.

See the Partners page for representation and consultancy roles. Technical assessments remain specific to the application.