An LED linear lighting RFQ template should make supplier quotations comparable and turn the approved sample into a controlled production standard. At LCB Light, we receive many inquiries that contain only a photo, length and wattage. We can begin a conversation from that information, but accurate pricing and risk control require the application, optic, driver, mounting, accessories and documents to be defined.

This guide explains the fields in the downloadable workbook we prepared for buyers. It can be used for one project, an OEM product or a multi-site rollout. Fill what you know, mark open decisions clearly and ask every supplier to respond against the same revision.

Start with the project context

Record project name, country, application, design stage, estimated quantity, target delivery and contact roles. Add room dimensions, mounting height, ceiling type, ambient conditions and operating hours. These inputs explain why a specification is needed and help the supplier identify missing risks.

If drawings are preliminary, say so. Separate dimensions that are fixed from those that can change after a lighting calculation or sample review.

Define the luminaire configuration

Include mounting type, body dimensions, standard or custom lengths, continuous-run shapes, luminous and non-luminous connectors, power-feed location, output, wattage range, efficacy goal, optic, CCT, CRI, color tolerance and finish. Record whether values are mandatory, preferred or supplier-proposed.

For connected runs, attach a dimensioned module drawing. A price per meter is not enough to identify corners, end caps, suspension sets and feeds.

Specify driver and controls as a system

State input voltage and frequency, driver location, on/off or dimming protocol, controller type, minimum dim level, flicker requirement, sensors, emergency strategy and commissioning responsibility. Ask the supplier to name the offered driver model rather than writing only “DALI” or “0–10V”.

If a third-party controller is selected, include its model and request compatibility confirmation. Our dimming guide lists the common questions that should be resolved before sampling.

Request evidence and documents

• Product-specific datasheet and drawing
• IES and/or LDT file for the quoted configuration
• Driver datasheet and control compatibility information
• Relevant safety, EMC, environmental and market documents
• Installation instructions and accessory schedule
• Photometric, thermal or flicker data where required
• Quality plan, inspection example and traceability method
• Warranty terms and spare-parts proposal

Ask the supplier to identify any document that applies to a different configuration or remains pending.

Compare commercial scope clearly

Record sample cost and timing, tooling or engineering charges, MOQ, production lead time, Incoterm, packaging, payment, warranty and change-notification policy. Ask whether accessories, spare drivers and emergency components are included. A low unit price may omit the parts needed to install a complete system.

Use one quotation-comparison sheet and mark exceptions. Avoid selecting a supplier while important fields remain blank.

Approve a production-intent sample

The sample should use the intended LED, driver, optic, diffuser, wiring, finish, connector and mounting kit. Inspect dimensions, light continuity, output, color, dimming, surface quality, labeling and installation steps. For continuous runs, approve at least one real joint and feed rather than one isolated short body.

Give the sample a code and revision. Photograph it, record test results and state whether it is approved, approved with corrections or rejected.

Freeze the production baseline

1. Sign the final drawing and specification revision.
2. Identify the golden sample or approved sample code.
3. Freeze the bill of materials and allowed alternatives.
4. Define inspection method, sample size and critical defects.
5. Approve packaging, labels and manuals.
6. Require written change notification.
7. Confirm pre-shipment documents and spare parts.

This baseline allows purchasing, production, inspection and after-sales teams to refer to the same configuration.

Use the workbook as a living project record

The workbook includes project RFQ fields, a sample-approval checklist, a supplier-document register and instructions. Add links to drawings and reports, assign owners and record status. Update the revision whenever a decision affects performance or cost.

At LCB Light, a complete RFQ helps us answer faster because engineering questions are visible early. It also gives the buyer a reusable structure for comparing us with other suppliers on equal terms.

Illustrative RFQ response comparison

Supplier A quotes a low unit price but leaves the driver, optic, connectors and test files unspecified. Supplier B is more expensive but identifies the complete code, driver model, delivered lumens, accessories and documents. Without a structured RFQ, Supplier A appears cheaper. Once missing feeds, suspension sets, DALI gear and project support are added, the installed comparison may reverse.

Use the workbook to mark every blank as “not included,” “supplier to propose,” “pending buyer decision” or “not applicable.” That prevents silence from being interpreted differently by purchasing and supplier teams.

Define critical, major and minor sample defects

Critical defects can include electrical safety risks, wrong voltage or incompatible wiring. Major defects can include incorrect output, driver, dimensions, optic, finish or control behavior. Minor defects may include small cosmetic variation within an approved limit. Adapt definitions to the project and applicable quality system; do not copy a generic classification without agreement.

Record the disposition and corrective action for every failed item. A sample approved “with comments” should not enter production until the comments are incorporated into a controlled revision.

Plan a pilot batch for complex projects

One sample proves design intent but not repeat production, packaging or site sequence. For multiple lengths, shapes, custom finishes or private-label packaging, a small pilot batch can validate consistency and installation. Inspect it using the intended checklist and keep one approved unit as the golden sample.

Use change notification to protect repeat orders

Ask the supplier to notify changes to LED, driver, optic, diffuser, profile, wiring, finish process, label, packaging or manufacturing site when these affect the approved configuration. The notification should explain impact and provide evidence or a new sample where necessary. “Equivalent” should be demonstrated, not assumed.

RFQ data that speeds engineering

Even if final targets are open, include floor plans, reflected ceiling plans, photos, control diagrams and a product reference that explains the intended appearance. Mark units and revision dates. At LCB Light, clear drawings allow us to identify standard-module opportunities, feed constraints and accessory quantities before quoting.

From spreadsheet to purchase order

The final purchase order should reference the RFQ revision, signed drawing, quotation, sample code, approved bill of materials and inspection plan. Avoid copying selected fields into a new document and losing the exceptions. Keep one controlled package that both sides can retrieve during production, shipment and warranty support.

Keep the template concise enough to be used

Not every project needs every row. Filter or mark sections that are not applicable, but do not delete the logic behind critical fields. Use short controlled answers, attach source documents and assign one owner for unresolved items. A well-maintained four-tab workbook is more useful than a 100-page specification that purchasing and production never reconcile.

At each milestone—quotation, sample, pilot and production—issue a revision and summarize what changed. The document then becomes an audit trail rather than a one-time form. This is especially valuable for private-label products and multi-site projects where staff change but the approved construction must remain consistent.

Practical note: export a locked PDF of each approved revision for reference while keeping the workbook editable. This reduces accidental changes after sign-off without losing the working record.

Turn the technical finding into a purchasing decision

A useful specification states the application, exact luminaire configuration, operating conditions, required evidence and acceptance method. At LCB Light, we encourage buyers to separate mandatory performance from preferences and to approve one production-intent sample. That makes quotations comparable and gives production inspectors a clear reference.

Keep the approved product code, drawing, driver, optic, test file and finish in one project package. If any of those items changes, review the effect before shipment. This simple change-control step protects the result more effectively than adding more marketing adjectives to the purchase order.

How to use the template with LCB Light

Send the completed RFQ tab with drawings and mark the questions where you want our proposal. We can respond with a product configuration, open technical points, sample plan and document list. After sample approval, use the checklist tab to record corrections and freeze the production baseline.

This workflow improves commercial persuasion because it replaces vague promises with traceable evidence. It also protects both buyer and manufacturer from later disagreements about what the quotation included.

Frequently asked questions

Do I need every field before requesting a quotation?

No. Fill known requirements and mark supplier-proposed items clearly. The template should reveal decisions, not delay early discussion.

Is a golden sample enough without a written specification?

No. Physical samples are valuable, but hidden component choices and tolerances need a controlled drawing, bill of materials and inspection criteria.

Should certificates be requested before samples?

Request the document list early and verify exact scope before production. Required evidence depends on the market, application and final configuration.