Supplier Enquiry Checklist

What do you need to tell the supplier now?

An early enquiry can be short. As you find a suitable model, confirm which details are agreed, which are supplier proposals and which still need answers before paying or approving production.

A. Product enquiry

Goal: Confirm whether the supplier can discuss the intended product, market, quantity range and level of customisation.

Fields for this stage

• Product identity and intended use
• Target country or market
• Reference image, model or link, clearly labelled as a reference
• Required materials, dimensions or performance where already known
• Expected quantity range and number of SKUs, colours or sizes
• Stock, private-label, ODM or OEM scope
• Packaging and branding direction
• Sample requirement and delivery country
• Open points the supplier may propose

Do not require too early: Do not demand a final production specification, final compliance file or fixed delivery date before the product version and project scope are understood.

B. Comparable quotation request

Goal: Give every supplier the same quotation basis so differences in product, quantity, packaging, costs and terms remain visible.

Fields for this stage

• Specification or requirement version
• Materials, dimensions and performance fields
• Quantity tiers and permitted variant mix
• MOQ basis: total order, SKU, colour, size and packaging component
• Unit price and included or excluded items
• Packaging and labelling scope
• Known compliance or document requirements
• Sample cost and sample lead time
• Tooling, setup, testing and packaging charges
• Incoterm and named place
• Production lead-time starting event
• Payment terms and quotation validity

Do not require too early: Do not ask for one unexplained “best price,” combine different Incoterms in one comparison, or leave suppliers to choose different product assumptions without marking them.

C. Pre-production confirmation

Goal: Freeze the version that will be produced and connect approvals, documents, commercial terms and change control to that version.

Fields for this stage

• Final product identity and approved specification revision
• Approved sample or reference sample identifier
• Materials, dimensions, performance and tolerances
• Approved artwork, packaging, labels and manuals
• Final quantities and variant breakdown
• Compliance responsibilities and order-relevant documents
• Production site and responsible legal entities
• Final price, charges, Incoterm and payment milestones
• Production lead-time starting event and shipment-ready definition
• Inspection, change approval and discrepancy process

Do not require too early: Do not treat an earlier quotation, chat approval or unnumbered attachment as the final production instruction. Do not allow an open critical field to become accepted by silence.

Electrical-product example: Air Fryer

Voltage, frequency, plug type and rated power are relevant to electrical products, not universal RFQ fields. For an air fryer enquiry, add those fields together with capacity basis, basket format, control type and required destination-market version. Use the Air Fryer RFQ Checklist for the product-specific structure.

What to settle before ordering

• Do not leave MOQ as one number: confirm whether it applies to the total order, each SKU, colour, size or packaging component.
• Do not compare quotations until the quoted product version, quantity basis, Incoterm and main exclusions are visible.
• Pause pre-production approval if the controlling specification, approved sample, packaging revision or critical compliance responsibility is still open.