Emergency Lighting RFQ Template for Importers and Contractors

In brief: Use this answer-oriented emergency lighting RFQ template to compare product variants, technical evidence, OEM scope, quality gates, pricing and delivery terms.

# Emergency Lighting RFQ Template for Importers and Contractors

An emergency lighting RFQ should make supplier quotations comparable before price becomes the deciding factor. The buyer should define the project and destination, list every sellable product variant, state the required electrical and emergency performance, identify the applicable evidence, and request a line-by-line supplier response with deviations. A product name and quantity alone are not enough.

Use this template for manufacturer or exporter quotations for emergency luminaires, exit signs and compatible conversion equipment. It is a procurement framework, not an emergency-lighting design, bill of quantities or approval certificate. The project designer and local compliance authority remain responsible for determining placement, illuminance, duration, sign format and other installation requirements.

What belongs in an emergency lighting RFQ?

A complete request for quotation has ten connected blocks:

1. buyer, project and destination; 2. product schedule and quantities; 3. electrical supply and operating mode; 4. emergency performance and application; 5. standards, certification and evidence scope; 6. housing, mounting, environment and accessories; 7. OEM artwork, labels, manuals and packaging; 8. samples, quality controls and inspection; 9. pricing, MOQ, lead time and logistics; 10. a mandatory supplier response and deviation table.

The last block is what turns a specification list into an answer-oriented RFQ. Suppliers should not reply only with a catalog attachment or “compliant.” They should state the offered model, value, evidence status, exception and any condition that affects price or schedule.

The practical rule is simple: put every material buyer requirement beside a mandatory supplier-answer field. If a supplier cannot confirm a value, the response should identify what is pending, who must decide it and how that uncertainty affects the offer.

RFQ, specification sheet, BOQ and purchase order are different documents

The RFQ should bring these information streams together without confusing their roles. Use the emergency light specification sheet guide when technical fields are still open, then carry the accepted values into the purchase order and controlled sample record.

Step 1: define the project before asking for a model

Start the RFQ with the context that changes product selection and evidence:

• buyer legal name and RFQ owner;
• project name, application and destination country or region;
• importer, distributor, contractor, consultant or private-label role;
• new build, replacement, tender, stock program or model-development scope;
• required quotation currency and validity period;
• requested sample date, production release date and delivery milestone;
• responsible project designer or compliance reviewer;
• documents supplied with the RFQ, including drawings, schedules and artwork.

Destination matters because product rules and installation requirements are regional. Do not write “international standard” or “CE/UL approved” as a universal shortcut. For a United States workplace context, OSHA explains that NRTL recognition has a defined scope and each NRTL uses its own registered certification mark. OSHA also states that a CE mark is unrelated to US NRTL requirements. In an EU product-rule context, the European Commission's 2022 Blue Guide explains manufacturer, importer, conformity-assessment, technical-documentation and traceability responsibilities. These routes are not interchangeable.

If the destination or approval route is not yet confirmed, say so. Ask the supplier to mark the compliance scope as **confirmed**, **conditional**, **not offered** or **requires external review** rather than converting uncertainty into a certificate claim.

Step 2: issue a product and quantity schedule

One RFQ line should describe one sellable configuration. Separate rows when voltage, operating mode, battery, duration, housing, legend, brand, package or evidence scope changes.

Do not combine five variants into one row and then request one price. Variant fragmentation affects materials, setup, inspection, labels and MOQ. The emergency light MOQ guide and emergency lighting lead-time guide explain why the configuration matrix belongs ahead of the commercial quote.

Step 3: specify electrical supply and operating mode

State the required nominal supply, acceptable range, frequency and any project-specific wiring or driver conditions. A plug, cable or terminal arrangement should be identified when it is part of the supplied product. Do not infer input compatibility from a photograph or a single nominal number.

Use the emergency lighting voltage guide to define the destination supply and evidence. For operating mode, use the maintained versus non-maintained guide and ask the supplier to confirm whether the offered mode is fixed, selectable or dependent on wiring.

IEC 60598-1:2024 specifies general safety requirements and tests for luminaires operating from supplies up to 1,000 V. IEC 60598-2-22:2021 adds particular requirements for emergency luminaires and includes changes concerning lithium batteries, rest and inhibiting modes, high-temperature operation and self-contained luminaire testing. Referencing these standards in an RFQ identifies a technical scope; it does not prove that a quoted model has been evaluated or certified to them. Request model-specific evidence and verify the applicable edition and market route.

Step 4: make emergency performance measurable

The RFQ should define what the project means by emergency performance:

• rated emergency duration;
• emergency lumen output or another approved photometric basis;
• output timing or changeover requirement when the project defines one;
• charge or conditioning assumptions used for the declared result;
• maintained-mode output where applicable;
• manual test, self-test, rest, inhibit or monitoring functions required;
• indicator behavior and fault reporting for the offered model;
• battery chemistry, replaceability expectations and declared pack data;
• ambient-temperature range relevant to emergency operation;
• required test report, data sheet or calculation evidence.

Do not substitute normal-mode watts for emergency lumens. The emergency light lumen-output RFQ guide explains how to request the measurement basis, while the battery-duration guide separates rated duration from unsupported runtime assumptions. If chemistry is still open, compare it with the Ni-Cd versus Li-ion buyer guide.

The project designer must set the application requirement. A factory quotation cannot determine the emergency-light locations or prove that a complete building design meets local egress rules. For example, OSHA 29 CFR 1910.37 contains US workplace requirements for exit-route lighting and marking; it is regional and does not establish a global product specification.

Step 5: request evidence, not a row of logos

Build an evidence schedule that identifies the exact model and offered variant. For each claimed approval or test, ask for:

1. issuing organization or responsible manufacturer; 2. certificate, report, declaration or file identifier; 3. product/model and ratings covered; 4. applicant, certificate holder and manufacturing site where relevant; 5. referenced standard and edition; 6. current status and validity information; 7. permitted mark and labeling conditions; 8. deviations, exclusions or components outside the scope.

For UL claims, UL Product iQ is the official source for locating and verifying UL certification information. For an OSHA-regulated US workplace, check that the named NRTL is recognized for the relevant test-standard scope and that the offered product bears the authorized registered mark. For an EU route, ask the responsible economic operator to identify the applicable legislation, conformity-assessment basis, EU declaration and technical-documentation responsibility. Do not request a “CE certificate” as if one document universally proves compliance.

The evidence matrix should allow three honest responses: available for the exact model, available only after a defined project, or not offered. A conditional answer can still support a quotation if the owner, cost, sample requirement and schedule impact are visible.

Step 6: define housing, mounting and site conditions

State the construction and installation interfaces that affect the supplied unit:

• surface, recessed, wall, ceiling, pendant or other mounting;
• cut-out, overall dimensions and accessible maintenance space;
• housing and diffuser material, color and finish;
• cable entry, terminal, connector, plug or lead requirement;
• indoor or outdoor exposure;
• minimum IP or IK rating only when the project requires it;
• ambient range, humidity, corrosion or chemical exposure;
• exit-sign viewing direction, legend, language, color and face count;
• supplied brackets, recessing kits, suspension parts, legends or remote heads.

Use product-family guides to resolve the correct information job: emergency wall lights, twin-head emergency lights, emergency downlights, exit signs and emergency conversion kits. Do not copy a rating from one family to another or assume an accessory is included because it appears in a photograph.

Step 7: control OEM artwork, labels, manuals and packaging

Private-label work needs its own revision and approval block. State:

• brand owner and trademark authorization;
• logo file, color, size and placement;
• product label fields and destination language;
• instruction/manual language and responsible translator;
• carton structure, artwork, barcode and shipping marks;
• accessory and spare-part packing;
• master-carton quantity, dimensions and weight fields to be quoted;
• artwork proof, sample and mass-production approval owners;
• rights to editable artwork and final production files.

Use the export label and manual guide to separate regulated product information from buyer branding. The OEM emergency lighting customization guide explains why a logo, packaging, battery, driver or housing change can have different approval, MOQ and lead-time effects. Ask Dreamy to confirm any OEM or ODM capability for the exact model and order rather than assuming every customization is available.

Step 8: attach sample, quality and inspection gates

Quotation should state what happens before mass production and before shipment. Request:

• standard, branded, engineering or pre-production sample type;
• sample quantity, price, preparation time and freight basis;
• attributes the sample can and cannot approve;
• approved-sample record and change-control method;
• incoming, in-process and finished-product checks relevant to the order;
• production-lot definition and inspection readiness gate;
• buyer or third-party inspection access;
• sampling plan, tests, evidence and disposition rules;
• rework, reinspection and shipment-hold responsibility.

ISO 10005:2018 gives guidance for establishing and applying quality plans and explicitly states that it provides guidance rather than requirements. ISO 2859-1:2026 defines AQL-indexed sampling schemes for lot-by-lot inspection by attributes. Neither source supplies a universal emergency-light AQL, sample size or defect classification. Put the order-specific decisions in the RFQ or inspection attachment.

The sample approval checklist, factory testing guide and product inspection plan cover these three different gates. Keep them separate so a passed sample is not reported as a passed production lot.

Step 9: normalize the commercial quotation

Ask every supplier to quote on the same basis:

ICC states that Incoterms® 2020 rules allocate specified transport, delivery, cost and risk responsibilities in B2B sales; they do not replace the rest of the sales contract. Write the rule with a named place or port. Do not compare an EXW price with a DDP price as if freight, clearance and risk allocation were identical.

For lithium batteries, request the exact cell/battery identity and the transport documents required for the planned route. UNECE's current Manual of Tests and Criteria is Revision 8 (2023) with Amendment 1 (2025), including changes to subsection 38.3. The RFQ should require a test summary whose manufacturer, model description and ratings correspond to the offered battery rather than accepting a generic document from another pack.

Step 10: require a deviation and evidence response

Add this table to the RFQ and require one row for every material requirement:

“Yes,” “standard” and “can do” are not complete technical answers. The supplier should identify the offered value and evidence. The buyer should close every conditional or pending row before sample approval or purchase-order release.

Directly copyable emergency lighting RFQ template

Copy the block below into a document or spreadsheet and attach the product schedule.

> **RFQ title and number:** [reference] > **Buyer/project/destination:** [legal buyer, project, country/region, application] > **Quotation due date and validity:** [date / days] > **Contact and decision owners:** [commercial / technical / compliance / artwork] > **Product schedule:** [one row per model, electrical variant, duration, brand and package] > **Supply and mode:** [input range, frequency, maintained/non-maintained/selectable, wiring interface] > **Emergency performance:** [duration, output basis, charge/endpoint assumptions, test/self-test functions] > **Construction and installation:** [mounting, dimensions, cut-out, materials, finish, accessories, environment] > **Standards and market evidence:** [destination requirements, exact documents and model scope; unresolved items marked pending] > **OEM deliverables:** [logo, labels, manuals, carton, barcode, languages, approvals and file ownership] > **Sample and quality plan:** [sample type, approval record, production controls, inspection scope and failed-lot process] > **Commercial response:** [unit price tiers, MOQ, NRE, sample, lead-time milestones, payment and warranty] > **Logistics:** [Incoterms® 2020 rule with named place, packing data, shipment mode and battery documents] > **Supplier response:** [offered model/value, evidence, status and deviation for every requirement] > **Exclusions:** [items or services not included] > **Authorized quotation:** [supplier legal entity, representative, date and version]

Attach controlled files rather than referring to “the usual requirement” or an old order without a revision. If a field is undecided, mark it **TBC by buyer** and name the decision date. If the supplier proposes an alternative, require a separate deviation rather than silently replacing the buyer's value.

How should buyers compare emergency lighting quotes?

An emergency light quotation request is comparable only when suppliers answer the same configuration, evidence and delivery scope. Normalize the offers before ranking unit price.

Compare in this order:

1. **Scope match:** Is the same sellable configuration quoted in every column? 2. **Evidence status:** Is each approval or performance claim tied to the exact model and variant? 3. **Deviation exposure:** Which requirements are conditional, pending or not offered? 4. **Lifecycle fit:** Are battery, mounting, maintenance, spares and warranty assumptions compatible with the project? 5. **Quality gates:** Are sample approval, inspection, rework and release responsibilities visible? 6. **Schedule credibility:** Does lead time begin at the same event and include buyer/external dependencies? 7. **Landed comparison:** Are trade term, named place, packing, freight, duties and payment basis normalized? 8. **Change control:** Does the quote say what happens when quantity, artwork, electrical configuration or evidence scope changes?

The lowest unit price is not necessarily the lowest comparable offer. A quote that excludes artwork, testing, special batteries, inspection, export packing or delivery may move those costs outside the headline number.

RFQ red flags that need clarification

• one model code covers several conflicting voltages or durations;
• normal watts are presented as emergency output;
• “CE/UL/RoHS available” appears without model-specific scope or evidence;
• the requested operating mode or test function is not named;
• battery chemistry or pack identity is missing;
• custom artwork is accepted without an approval owner or revision process;
• MOQ and lead time are quoted without separating variants;
• a sample is called “approved” before its permitted approval scope is defined;
• AQL values appear without the sampling system, lot and defect rules;
• Incoterms® shorthand has no named place or version;
• the quotation contains no deviation list;
• the offered manufacturer, factory, certificate holder and invoice entity are inconsistent without explanation.

How to send this RFQ to Dreamy Technology

Review Dreamy's Factory and Quality page and OEM and ODM process to frame questions, then request written confirmation for the exact model and order. Representative starting points include the L103N emergency bulkhead, L107N-20W twin-head emergency light, L124N-R emergency downlight, L217M-B exit sign and F355MN conversion kit. Catalog pages do not prove project compliance or availability of every customization.

Before sending the final request, use the guide to questions for an emergency lighting manufacturer to check company identity, evidence ownership, change control and third-party access. Submit the controlled schedule through the project inquiry form, and ask Dreamy to return the response and deviation matrix rather than an unstructured price list.

Frequently asked questions

What information is needed for an emergency lighting quote?

Provide the destination and project, one line per product variant, quantity, input supply, operating mode, emergency duration and output, mounting and environment, required evidence, branding and packaging, sample/inspection scope, delivery term and requested date. Require the supplier to state the offered value and every deviation.

Is an RFQ the same as an emergency light specification sheet?

No. A specification sheet defines the required and offered product configuration. An RFQ combines that technical schedule with quantities, evidence, OEM scope, quality gates, pricing, MOQ, lead time, payment and logistics so suppliers can submit comparable offers.

Should an emergency lighting RFQ name a standard?

Yes when the project team has identified an applicable standard and edition, but the RFQ must also request model-specific evidence and the destination-market approval route. Naming IEC 60598-2-22, for example, does not by itself prove that the offered model has been evaluated or certified to it.

How do importers compare emergency light quotations fairly?

Normalize the exact configuration, quantity tier, evidence status, deviations, one-time costs, sample and inspection scope, lead-time start/end points, packing, payment and Incoterms® 2020 rule with named place. Compare unresolved risks before comparing headline unit prices.

Can the supplier choose the emergency duration and compliance route?

The supplier can propose an available configuration and explain its evidence, but the project designer, buyer and responsible local compliance parties should define the required duration and market route. Any alternative should appear as a documented deviation, not a silent substitution.

Sources

• IEC 60598-1:2024 — Luminaires: general requirements and tests
• IEC 60598-2-22:2021 — Particular requirements for emergency luminaires
• ISO 10005:2018 — Guidelines for quality plans
• ISO 2859-1:2026 — AQL-indexed sampling schemes for lot-by-lot inspection
• OSHA — NRTL Program FAQ
• OSHA 29 CFR 1910.37 — Exit-route lighting and marking
• UL Solutions — Product iQ certification database
• European Commission — Blue Guide on EU product rules 2022
• UNECE — UN Manual of Tests and Criteria, Revision 8 and Amendment 1
• International Chamber of Commerce — Incoterms® 2020