Identify the commercial parties
Start with the buyer's full legal name, registration country, business-domain email, purchasing contact and intended role. Identify the final user where the product, route or applicable controls make that relevant.
- Legal company name and country
- Authorized contact and company-domain email
- Importer, consignee and end user where applicable
Define the product measurably
A product name alone rarely supports a reliable quotation. State the grade, standard, composition, crop or production period, dimensions, tolerances, intended use and any reference sample or approved manufacturer.
- Exact product and grade
- Measurable specification and intended use
- Acceptable origin or producer restrictions
Complete the delivery brief
Quantity, packing, destination and timing affect the entire supply pathway. State the required unit, tolerance, pack format, markings, named port or place, delivery window and documents needed for import or acceptance.
- Quantity, unit and order frequency
- Packing, labels and palletization
- Destination, delivery window and requested Incoterms® rule
- Inspection, testing and document requirements