A useful industrial lighting quotation needs more than product quantity and wattage. The more clearly the application is defined, the easier it is to compare optical performance, electrical compatibility, controls and long-term cost.
Use this checklist when requesting quotations for high bays, floodlights, canopy lights or other project luminaires. It gives manufacturers a common information set and makes deviations visible before samples, calculations or production are approved.
Project information
- Site type, destination country and indoor or outdoor conditions
- CAD drawing or dimensioned PDF with calculation zones
- Mounting height, available positions and major obstructions
- Target maintained lux, uniformity and applicable project standard
- Working-plane height and any vertical-illuminance requirement
- Operating hours, occupancy pattern and control expectations
State which information is confirmed and which remains an assumption. If the final rack layout, pole positions or surface reflectance is not available, ask the supplier to label provisional inputs in the lighting report. This prevents an early concept calculation from being mistaken for an approved design.
For outdoor sites, include property boundaries, nearby roads or buildings and any spill-light or glare limits. For warehouses, show rack height, aisle width and picking faces. A clean plan reduces the risk that every bidder models a different project.
Product requirements
- Input voltage, frequency and permitted tolerance
- Required CCT, CRI and any color-consistency requirement
- IP, IK, ambient temperature and corrosion conditions
- Dimming or communication protocol and connector requirements
- Emergency, sensor and surge-protection needs
- Mounting accessory, cable entry, lead length and plug type
Avoid specifying wattage as the only performance criterion. State the required delivered result and allow the photometric calculation to determine output, optic and quantity. If wattage is capped for an energy target, list it as a maximum together with the required lighting performance.
Ask for the exact driver and LED configuration offered. On larger circuits, request power factor, THD and inrush-current data at the project voltage. If controls are required, describe the full operating sequence rather than writing only “with sensor.”
Photometric deliverables
- IES or LDT file for the exact model, wattage and optic
- DIALux or Relux source file plus a PDF calculation report
- Luminaire schedule with coordinates, mounting height and aiming
- Maintained average, minimum and uniformity results by zone
- Maintenance factor, reflectance and obstruction assumptions
- Boundary, vertical or glare calculations where applicable
Require all bidders to calculate against the same inputs. The photometric file validation guide provides additional checks for model codes, measured lumens and file consistency.
Compliance and evidence package
List the certifications and reports required for the destination market and project—not every certificate found in a brochure. Ask the supplier to identify the model numbers covered, issuing laboratory, report number and validity where relevant.
The evidence package may include safety, EMC, ingress-protection, impact, photobiological, performance or environmental documents. The appropriate list depends on the product and market. A certificate logo or cropped report cover is not sufficient evidence that the offered configuration is covered.
For emissions and immunity evidence, use the LED high-bay EMC report guide to check complete-luminaire coverage, operating modes and production variants.
For claimed lifetime, request the basis of the projection and operating temperature. Clarify whether the driver, sensor and other replaceable components have separate life ratings. Keep compliance documents linked to the final bill of materials so an unapproved substitution cannot pass unnoticed.
Commercial requirements
- Estimated quantity, order split and required delivery schedule
- Packaging, barcode, carton-marking and private-label requirements
- Incoterm, named place, destination port and shipment method
- Quotation currency, validity and payment terms
- Sample cost, tooling cost and any minimum order quantity
- Warranty period, remedy, exclusions and spare-parts expectation
Incoterms define responsibilities at a named place, so write both the rule and location—for example, FOB with the named port—rather than using a three-letter term alone. Ask suppliers to separate product, accessory, tooling and freight costs to make quotations easier to normalize.
Sample and approval requirements
Define what must be approved before mass production: appearance, dimensions, label, packaging, electrical measurements, control behavior and light distribution. Record the approved product code, optic, CCT, driver and accessory list.
For a substantial project, consider a trial installation. It can reveal mounting conflicts, sensor blind spots, glare or control-sequence issues that are difficult to judge from a sample on a bench. Approval should be documented in writing, including any permitted deviations.
Quality-control and inspection plan
Tell the supplier which checks will occur during production or before shipment. A practical pre-shipment plan can cover quantity, visual workmanship, label data, functional operation, power measurements, accessories, packaging and selected safety checks.
Define the sampling method or agreed inspection level where appropriate, and state how failures will be handled. The industrial LED pre-shipment inspection guide can be used to build a product-specific checklist.
Ask for comparable evidence
Request the same set of photometric files, reports, drawings and warranty terms from each supplier. Use a compliance matrix with one row per requirement and columns for “complies,” “deviation” and “evidence reference.” This helps prevent a low-cost quotation from hiding a different optical or electrical specification.
| Comparison item | What to record |
|---|---|
| Product configuration | Model, wattage, optic, CCT, driver and controls |
| Lighting result | Quantity, maintained lux, minimum and uniformity |
| Electrical data | Input range, PF, THD, inrush and surge rating |
| Evidence | Report number and covered model |
| Commercial basis | Incoterm, lead time, warranty and exclusions |
Files to attach to the RFQ
Package the information in a version-controlled folder: project brief, drawings, zone schedule, technical requirement sheet, compliance matrix and quotation form. Give each revision a date or revision code. Ask suppliers to quote against that exact revision and list every exception.
A structured RFQ does more than produce a cleaner price comparison. It reduces redesign, limits assumptions and creates a documented baseline for sample approval, production inspection and final delivery.
