Send a fully dimensioned drawing, a 3D model if you have one, and a short specification that states material, finish, quantities and tests. The more complete the package, the more accurate the quote, and the easier it is to compare one factory with another.
Incomplete requests get one of two results. Either the factory guesses and quotes low, then raises the price later. Or it quotes high to cover the unknowns. Neither helps you.
Send the same package to every factory you approach. If one supplier gets extra information over the phone, its quote will not be comparable with the others. Put any clarification in writing and share it with all bidders.
For a component
- A 2D drawing with all dimensions, tolerances, surface finish symbols and the drawing revision number.
- A 3D model in a neutral format such as STEP, which helps the factory plan machining and tooling.
- The material by a recognised standard grade, such as an EN, ASTM, IS or DIN designation.
- Heat treatment, hardness and any coating, plating or painting required.
- Annual volume, batch size and the quantity for the first order.
- Inspection needs such as a first article report, material certificates or a capability study.
- Packing requirements, labelling and the destination port or Incoterm.
For a machine
- The job the machine must do, including the material, size and output rate.
- Your power supply voltage, frequency and phase.
- The safety standards and marking needed in your market, such as CE.
- Preferred brands or types for controls, motors and key components, if you have them.
- The tests you want before dispatch and whether you will witness them.
- Documents needed, such as manuals, wiring diagrams and spare parts lists, and their languages.
Common gaps that cause trouble
Material named by a trade name is a frequent problem. Factories in India may read it differently from your engineers. Give a standard grade and say which standard it comes from.
General tolerances are another. If the drawing does not state a general tolerance standard, the factory will apply its own habit. Add a note such as ISO 2768 with the class you need.
Critical dimensions should be marked. Tell the factory which features matter for fit and function. This focuses its inspection and helps it quote sensibly. Our article on drawing formats covers which files to send.
Protect your information
You can share enough to get a quote without giving away everything. Send the drawing for quoting and keep assembly drawings or process know-how back until you have chosen a supplier. Read how to protect drawings and designs before you send files to several factories.
Next step
We check your package for gaps before it goes out, so the quotes you receive are complete and comparable. Book a free sourcing review.