Start with the job, not the empty case
A useful RFQ begins with the work performed from the case. List the tools, cables, spare parts and documents that travel together, then identify which items must remain accessible during setup or service. Give every item an ID and its measured size; attach photos with the item ID visible. This prevents the supplier from designing around a generic inventory that does not match the actual kit.
Separate mandatory contents from occasional accessories and future additions. Record the packed orientation, quantity and storage priority for each item, and state whether the operator works beside the case or directly from open drawers. The resulting inventory becomes the reference for the layout, the quotation and later inspection, while optional items can be priced as alternatives instead of silently changing the base design.
Translate inventory into drawer and access requirements
Create a drawer schedule with internal usable length, width and height, not only the exterior case size. For every drawer, map its contents, the proposed divider or restraint method, and the direction in which each item is removed. Mark fragile controls, sharp tools and loose consumables separately so the supplier can show where contact is allowed and where a protected gap is needed.
Review the case in its real operating space. Specify the required drawer travel, standing or kneeling access, lid handling, handle clearance and the aisle available when drawers are open. If two drawers must never open together, or a service panel must remain reachable, put that rule on the drawing. Functional access should be checked by a simple pack-open-remove-return-close walkthrough rather than by dimensions alone.
Control dimensions, mass and interfaces
Measure the actual contents with one unit system and photograph the measurement points. Include projecting plugs, knobs, feet and removable accessories, and distinguish measured values from buyer-selected clearances. Ask the supplier to return an annotated drawing showing internal usable dimensions, drawer openings, contact zones and overall transport dimensions; unexplained allowances should be resolved before approval.
Provide the measured mass of each stored item and the intended position in the case. The supplier should use this distribution when proposing drawer hardware, handles, wheels and internal supports, but the buyer should not infer a capacity from appearance or component names. Request the proposed component specifications and any applicable limits in writing, then compare them with the declared packed configuration and handling method.
Build an approval package that purchasing can audit
Require the quotation to identify what is included: drawing revision, drawer count, internal layout, finish or colour reference, hardware list, marking, packing method and commercial terms. Keep assumptions and exclusions beside the quoted configuration. If alternatives are offered, assign each one a separate option number so procurement can compare like with like without merging incompatible features.
Before production, approve a dated drawing against the inventory and workflow checklist. For a sample or first article, inspect item fit, drawer access, interference, labelling and the full handling sequence, recording photos and deviations by item ID. Any later change to equipment, accessories or layout should create a new revision; the approved evidence, rather than an informal message, is the basis for repeat orders.