Start with the sign type or intended use
Describe the job the sign needs to perform. It may identify a storefront, direct visitors, present a reception logo, display a promotion, label an area, or make a message visible from a particular route. If you already know the likely type, say so; if not, describe the location, audience, and message so the format can be discussed in context.
For example, an acrylic reception sign and a larger illuminated storefront face have different information needs. Review acrylic signage and Panaflex and LED signage as starting points, then include what visitors need to notice and when they need to see it.
State dimensions, quantity, and viewing distance
Give the available width and height, even if they are approximate, and state how many signs, letters, panels, or repeated locations are involved. A dimension without a location can be misleading, so pair it with a photo or sketch that marks the intended position. If the sign must be read from across a road, along a corridor, or from a nearby queue, describe that normal viewing distance.
Include the final wording where possible. The length of a business name, directional instruction, or promotional line affects the space required for a readable layout. If several sites use the same sign, identify the common elements and the location-specific wording separately.
Show the site, surface, and access conditions
Location and mounting surface
Send wide and close photos taken in good light. A wide image shows the approach, nearby signs, obstructions, and expected viewing angle; a close image shows the wall, fascia, glass, frame, or other mounting surface. Note the surface material, visible seams, existing hardware, and whether an old sign is present. Measurements should be confirmed against the actual site before a final scope is approved.
Access and installation conditions
Explain the height, ground conditions, parking or loading situation, entry route, lift access, security process, and work-hour rules. Name any building representative or property team that needs to be consulted. For installation coordination, see signage installation and maintenance; site restrictions should be included in the quotation request rather than discovered on installation day.
Describe exposure and illumination context
Say whether the sign is indoors or outdoors and what it faces: direct sun, rain, wind, vehicle movement, indoor lighting, or a sheltered lobby. This context helps frame the materials, mounting, and finish discussion. It is also useful to share when the sign needs to be visible, such as daytime trading hours, evening operation, or a continuously active site.
If illumination is being considered, provide photos taken at the relevant time of day and explain the available electrical context. Identify nearby power points, known routes, controls, and any restrictions from the property or electrical team. Do not assume an illuminated treatment can be specified from a daytime photo alone.
Bring artwork, brand rules, and finish preferences
Attach the approved logo and artwork in the most usable format available, along with colour references, fonts, exact wording, and any brand guide. Flag which file is final and who can approve changes. If you only have a reference image or a rough idea, send it with a short explanation of what you like about it rather than treating it as finished production artwork.
Describe the desired look in practical terms: dimensional or flat, bright or restrained, close-view or long-distance, illuminated or non-illuminated, and the finish preferences that matter to the brand. The final treatment should be reviewed with the actual location, message, and mounting conditions in mind.
Use the target date to plan, not promise
Share the target opening, launch, turnover, or event date and explain why it matters. This is planning input for artwork review, site assessment, production coordination, access arrangements, and approval steps. It is not a guaranteed deadline: availability, final scope, site readiness, and customer approvals can all affect the work sequence.
Make a note of any dates the property, mall, office, or operations team has set for access. If the site has a blackout period, after-hours rule, permit process, or tenant requirement, include it early so it can be considered alongside the sign request.
Name the contacts and approval process
Provide a primary contact who can answer questions about the site and a decision-maker who can approve the artwork and quotation scope. For a corporate request, it also helps to identify the facilities, marketing, procurement, landlord, or branch contacts involved, along with the order in which they review the work. This avoids sending a final layout to someone who cannot confirm the wording, location, or access conditions.
Include the preferred phone number, email, and Facebook contact route for questions, plus any required purchase-order or supplier process that affects approval. Clear contacts turn a quotation request into a reviewable project brief.
Copy this quotation-request checklist
Copy, complete, and send the following details with your inquiry:
Send a brief that can be reviewed
One concise message with the site photos, dimensions, intended use, artwork, access notes, contact details, and target date is more useful than a material name alone. It allows the signage discussion to follow the business location and the decision process around it. Explore all Bofill Advertising services for related print, signage, and installation requirements.