What to Send a PCB Designer Before Requesting a Quote

1. Define the job before describing the board

Start with one sentence about what the product does and another about the help you need. “A battery-operated controller for a handheld instrument; schematic and PCB design from an approved block diagram” is much easier to scope than “an IoT board.”

Identify the starting stage: concept, block diagram, circuit notes, completed schematic, existing PCB or a board revision. Then say whether you need schematic capture, layout, a design review or a complete hardware implementation.

This distinction is visible in my portfolio. The Smart GST Calculator case study covers architecture, schematic capture and PCB design. The TMR actuator driver case study covers PCB layout from a client-supplied schematic and architecture. Both involve PCB work, but their responsibilities are different.

2. Share the files that show your starting point

A block diagram is useful because it shows how the major functions connect. A schematic PDF helps someone understand a circuit quickly. Native EDA files show the actual symbols, footprints, net connections and project settings that can be inspected or edited.

For an existing design, include the project files, libraries, BOM and relevant datasheets. For a new product, include the documents you already have rather than spending days making them look polished. Annotated sketches can be a good starting point when their dimensions and requirements are clear.

Name the design tool and version, identify the latest revision and explain what has already been approved. A folder containing five files called “final” creates uncertainty about which one the quotation should cover. If the files are confidential, agree on how they can be shared before sending them.

3. Put mechanical constraints on a drawing

“Small enough to fit the enclosure” leaves important questions unanswered. Supply the board outline, mounting-hole positions, connector locations and available component height. Specify units and distinguish fixed dimensions from suggestions.

A dimensioned PDF is useful for discussion; a STEP model or agreed mechanical drawing can help check the enclosure interface. Include restrictions on parts placed underneath the board, cable access, antenna space and the distance needed around screw heads.

If the enclosure is still being developed, say so. A quotation should explain whether mechanical changes are part of the engagement and when the outline and connector positions must be frozen.

4. List interfaces and power requirements precisely

Write down the controller or module, displays, sensors, motors, radios and external connections. Use exact part numbers where they are selected. “UART” alone does not tell a designer whether a connection is logic-level UART or needs an RS-232 or RS-485 transceiver.

For power, state the input range, required rails and expected loads. Separate typical current from peak demand where known. Include battery chemistry, charging requirements, operating modes and any target runtime. If these have not been calculated, identify power-budget development as work to be included.

Also identify environmental and product requirements that affect the design: temperature range, electrical isolation, noisy motor loads or intended compliance testing. These guide the engineering scope; listing them does not mean compliance is already established.

5. Agree on the handoff, not just the layout

Tell the designer whether the board is for a first prototype or a production revision. Share the fabrication and assembly provider’s requirements if a provider is selected. Layer count, stack-up, controlled impedance and assembly constraints need to be considered together rather than guessed from a drawing.

Define the release package. Depending on the engagement, this can include native design files, schematic PDF, Gerber and drill files, a BOM with manufacturer part numbers, placement data, and fabrication or assembly drawings.

Decide who handles firmware, procurement, assembly, prototype testing and certification. These are separate responsibilities that can affect the timeline even when the PCB design itself is complete. Include your target date, review availability and the number of planned revision rounds.

A project brief you can reuse

Copy the template below and fill in what you know. “To be confirmed” is a useful answer when paired with who will make the decision. It is more honest—and more actionable—than an unstated assumption.

Product and purpose:
Users and operating environment:
Current stage and latest revision:
Requested work: schematic / layout / review / other
Design tool and version:
Files available:
PCB outline, mounting and height limits:
Selected controller, modules and key parts:
Interfaces, connector pinouts and voltage levels:
Power input, rails, loads and battery requirements:
Fabricator / assembler and known design rules:
Required release deliverables:
Prototype testing and other responsibilities:
Target deadline and review availability:
Confirmed requirements:
Open decisions and their owners:

Compare quotations by scope as well as price

A lower quotation may cover fewer deliverables, fewer revisions or a different starting point. Compare what each designer will receive, what they will produce and how changes will be handled.

Look for milestones that make the work reviewable: requirements agreement, schematic review, placement or layout review, and final file release. Ask what information is needed before the schedule begins and what happens if a selected part or enclosure changes.

The best next step is to send a concise brief and your current files. That gives us a concrete starting point for deciding whether you need a new design, layout support or an independent review—and for discussing an appropriate quotation.