Why quotation accuracy matters

Everyone has heard the story: you get three quotations, you pick the cheapest one, and by the time the project is done, the cost has doubled. Change orders, missing items, unexpected fees — the low quote becomes the most expensive option.

This happens more often than it should in the lighting industry, and it usually starts with an incomplete request for quotation (RFQ). When you do not give a supplier enough information, they have to make assumptions. And assumptions lead to gaps, which lead to cost increases later.

The good news is that you can avoid most of this by providing the right information up front. A detailed, complete RFQ gets you detailed, accurate quotations that you can actually compare. This guide explains what to include, what to look for in the response, and how to avoid common pitfalls.

What information to provide

Think of a quotation request like a recipe. The better the ingredients, the better the result. If you give a supplier half the information, you get a half-baked quote based on assumptions. Here is everything you should include in a lighting RFQ.

Essential information for every RFQ

  1. Fixture schedule / bill of quantities — the list of what you need
  2. Specification / technical requirements — the performance criteria
  3. Drawings — layout, sections, details
  4. Project location — where it is going
  5. Timeline — when you need it
  6. Certification requirements — SASO, ESMA, etc.
  7. Scope of supply — what exactly you want quoted
  8. Project type and context — what kind of project it is

Each of these is explained in detail below. If you provide all of this information, you will get a quotation that is accurate, complete, and comparable with other quotations.

The fixture schedule

The fixture schedule (also called a bill of quantities or BOQ) is the heart of the RFQ. It is the list of every fixture type, its specification, and the quantity required. A good fixture schedule includes:

  • Fixture type / name: A unique identifier (e.g., DL-01, TRK-03, WL-02)
  • Description: What kind of fixture it is (downlight, track spotlight, wall washer, etc.)
  • Wattage: Nominal power consumption
  • Output / lumens: Total luminous output
  • Color temperature: CCT in Kelvin (e.g., 2700K, 3000K)
  • CRI: Color rendering index minimum (e.g., CRI 90+)
  • Beam angle: For directional fixtures
  • IP rating: For exterior or wet area fixtures
  • Dimming type: DALI, 0–10V, Triac, DMX, non-dim
  • Finish / color: White, black, silver, custom RAL, etc.
  • Mounting type: Recessed, surface, suspended, track, wall-mounted
  • Size / dimensions: Aperture size, length, etc.
  • Quantity: Number of units required
  • Reference / brand: If you have a specific product in mind as a benchmark

If you do not have all these details for every fixture, that is okay. But the more you provide, the more accurate the quote will be. At minimum, include: fixture type description, quantity, wattage, color temperature, and dimming type.

Format tip: Provide the fixture schedule as an Excel or spreadsheet file, not just embedded in a PDF. This saves the supplier time (they do not have to re-type everything) and reduces errors.

Drawings and documentation

Drawings give context that a fixture schedule alone cannot provide. They show where fixtures go, how they relate to the architecture, and any special installation requirements.

What drawings to include:

  • Reflected ceiling plan (RCP): Shows fixture locations, ceiling types, and dimensions. Essential for understanding layout and mounting conditions.
  • Lighting layout drawing: The dedicated lighting plan with fixture types, locations, and circuiting.
  • Sections and elevations: For areas with special lighting details (coves, feature walls, custom fixtures). Critical for understanding vertical dimensions and mounting details.
  • Details: Custom details for coves, niches, integrated lighting, and any non-standard installation conditions.
  • Control system drawings: If you want the control system quoted too, include the control layout and panel schedule.

Why drawings matter for pricing:

  • They show ceiling heights, which affect fixture selection and beam angle requirements
  • They reveal installation complexity (e.g., concrete ceiling vs. suspended ceiling)
  • They show special conditions that the fixture schedule does not capture
  • They help the supplier identify potential issues before they become problems

Format tip: Provide drawings as PDF and, if possible, CAD or Revit files. CAD/BIM files make it much easier for the supplier to assess the project accurately.

Project details and context

Beyond the fixtures and drawings, there are several pieces of project information that significantly affect pricing and lead time.

Project context checklist

  • Project location: City and country. This affects pricing (shipping, local certification) and lead time.
  • Project type: Hotel, retail, office, villa, mosque, etc. Different project types have different typical requirements and standards.
  • Project size: Total area or scale. This helps the supplier understand the overall scope and volume.
  • Required delivery date: When do you need the fixtures on site? This determines whether standard production is feasible or if expediting is needed.
  • Certification requirements: SASO (Saudi), ESMA / ECAS (UAE), QM (Qatar), etc. Certification adds cost and lead time.
  • Scope of supply: What exactly do you want quoted? Fixtures only? Fixtures + controls? Installation? Be explicit about what is in scope and what is not.
  • Incoterms: EXW, FOB, CIF, DAP, DDU. This determines where the supplier's responsibility ends and affects the price.
  • Payment terms: If you have standard payment terms, mention them up front.
  • Quotation deadline: When do you need the quote back by? Give suppliers enough time to prepare a proper quote.

What a good quotation includes

Not all quotations are created equal. A good quotation is detailed, transparent, and complete. Here is what to look for:

  • Line-item pricing: Each fixture type priced individually, with description, quantity, unit price, and total. Not a lump sum with no breakdown.
  • Product specifications: The supplier's proposed product for each line item, with key specs (wattage, output, CRI, beam angle, etc.) so you can compare apples to apples.
  • Accessories and spares: Drivers, transformers, mounting brackets, and any other accessories are listed and priced separately.
  • Control system (if quoted): Breakdown of control panels, dimmers, sensors, keypads, and software.
  • Shipping / freight: Clearly stated whether shipping is included and on what terms (EXW, FOB, CIF, etc.).
  • Lead time: Estimated production and delivery time.
  • Warranty: Warranty period and what it covers.
  • Payment terms: Deposit, progress payments, final payment.
  • Validity period: How long the quote is valid for (typically 30–90 days).
  • Assumptions and exclusions: What the quote assumes and what is not included.
  • Certifications: Which certifications are included and which are not.

If a quotation is just a single number with no breakdown, that is a red flag. You have no way of knowing what is included, what is not, and whether you are comparing equivalent products.

Common pricing traps to watch for

Over the years, we have seen many ways that quotations can be misleading. Here are the most common pricing traps and how to spot them:

Top pricing traps

1. The "base unit only" quote

The quote includes the fixture body but not the driver, mounting bracket, lens, or other essential accessories. Those are "options" that cost extra. By the time you add everything you need, the price is much higher than the quote suggested.
How to spot it: Ask for a complete, installed-cost breakdown. Verify that all necessary components are included.

2. The stripped-down version

The supplier quotes a cheaper version of the specified fixture — lower CRI, lower output, worse optics — without flagging the difference. The price looks great, but the product does not meet the specification.
How to spot it: Compare the quoted specifications line by line with your requirements. Do not just compare prices.

3. The freight surprise

The quote is EXW factory, and you assumed it included delivery to site. Freight and customs add 10–30% to the cost that you did not budget for.
How to spot it: Always check the Incoterms. If you need delivery to site, ask for a DAP or DDU quote.

4. The missing certification

The quote does not include local certification (SASO, ESMA, etc.). Certification can add 5–15% to the cost, and if you need it, you have to pay for it.
How to spot it: Explicitly ask whether certifications are included in the quote.

5. The "loss leader" quote

The initial quote is unrealistically low to win the order, and then the supplier makes it up with change orders and extras. Every small change costs a fortune.
How to spot it: If one quote is significantly lower than all the others, ask why. The answer is usually "because we are cheaper," but the real answer is usually "because we left things out."

6. The quantity game

The quote is based on a certain quantity, but the actual project needs more. The unit price for additional quantities is much higher.
How to spot it: Check if the quote specifies minimum quantities or price breaks. Ask for pricing for +/- 10% and +/- 25% quantities.

How to compare quotations

Comparing lighting quotations is not as simple as comparing the bottom line. You need to make sure you are comparing equivalent products and equivalent scope. Here is a systematic approach:

  1. Create a comparison spreadsheet. List each line item from your fixture schedule, and fill in what each supplier is proposing, with specs and price.
  2. Compare specifications, not just prices. A $100 fixture with CRI 90 and UGR 19 is not the same as an $80 fixture with CRI 80 and UGR 22. You are comparing different products.
  3. Check what is included. Does the quote include drivers? Accessories? Shipping? Certification? Warranty? Make sure you are comparing total cost, not just fixture cost.
  4. Compare lead times. A cheaper quote that takes 4 weeks longer might not be cheaper if it delays the whole project.
  5. Compare warranties. A 5-year warranty is worth more than a 2-year warranty. Factor in the expected lifespan and maintenance costs.
  6. Consider support and service. A supplier who provides technical support, mock-ups, and after-sales service is worth more than one who just ships boxes.
  7. Look at the total value, not just the price. The cheapest quote is rarely the best value. Consider quality, reliability, and support alongside price.

Why the cheapest quote usually costs more

It is tempting to go with the lowest quotation. After all, money is money, and saving 20% sounds great. But in our experience, the cheapest quote almost always ends up costing more in the long run. Here is why:

The hidden costs of cheap lighting

Poor quality = early replacement

Cheap fixtures fail early. If you save 30% on the purchase price but have to replace the fixtures in 3 years instead of 10, you spend far more over the building's lifetime. And the labor cost of replacement is often more than the fixture cost itself.

Change orders add up

Cheap quotes are often incomplete. The initial price is low, but every change, addition, or correction is billed at premium rates. By the time you are done, you have paid more than you would have with a higher initial quote.

Performance issues

Cheap fixtures often do not perform as promised. Lower output, worse color, more glare. The lighting does not look right, and the client is unhappy. Fixing it costs time and money.

Schedule delays

Cheap suppliers often have quality issues, production delays, and poor communication. A delayed lighting delivery can hold up the entire project. The cost of a one-week project delay is usually far more than the savings on the lighting.

No support

When something goes wrong (and something always goes wrong), a cheap supplier is hard to reach and slow to respond. A good supplier helps you solve problems quickly. That support has value.

This is not to say that you should always choose the most expensive quote. But you should understand what you are getting for your money and make an informed decision. A 20% price difference might be a good deal or it might be a bad one — it depends on what you are getting in return.

RFQ checklist

Use this checklist to make sure your next lighting quotation request is complete and will get you accurate, comparable quotes.

Lighting RFQ checklist

Fixture information

  • Complete fixture schedule / BOQ in spreadsheet format
  • Each fixture type has: description, wattage, output, CCT, CRI, beam angle, IP rating, dimming type, finish, mounting type, quantity
  • Reference product / brand (if any)
  • Custom fixture details and reference images

Drawings and documents

  • Lighting layout drawing (PDF + CAD if available)
  • Reflected ceiling plan
  • Key sections and elevations
  • Custom details (coves, features, integrated lighting)
  • Control system drawings (if control is in scope)
  • Photometric requirements or DIALux files

Project details

  • Project name and location (city, country)
  • Project type (hotel, retail, office, villa, etc.)
  • Required delivery date / site mobilization date
  • Certification requirements (SASO, ESMA, QM, etc.)
  • Scope of supply (fixtures only, fixtures + controls, installation, etc.)
  • Preferred Incoterms
  • Payment terms (if you have standard terms)
  • Quotation deadline (when you need the quote by)

What to evaluate in the quote

  • Line-item pricing with product descriptions
  • Technical specifications match the brief
  • All accessories included (drivers, brackets, etc.)
  • Shipping and logistics clearly stated
  • Lead time for production and delivery
  • Warranty period and terms
  • Payment terms
  • Validity period of the quote
  • Assumptions and exclusions

Before you award

  • Compare specifications line by line across all quotes
  • Verify total cost of ownership, not just initial price
  • Check references and past projects
  • Request samples for key fixture types
  • Confirm certification status
  • Clarify any assumptions or exclusions

The goal of a good RFQ is not just to get a price — it is to get a price you can rely on. The more information you provide, the fewer assumptions the supplier has to make, and the more accurate the quotation will be. This saves time, reduces surprises, and helps you make better decisions for your project.

At Yakeen, we believe in transparent, detailed quotations with no hidden costs. When you send us an RFQ, we will review it thoroughly, ask any clarifying questions we have, and come back with a complete, line-item quotation that you can compare and rely on.