Start with the product
Send reference photos, links, drawings or an existing sample. Explain which details must match and which can change. A clear reference helps suppliers quote the same requirement.
Put the specification in writing
List dimensions, materials, finish, colour, branding and packaging. For textiles, add fabric composition, weight and size breakdown. For equipment, add application, output and power requirements.
Make quantities specific
Include quantity per model, colour and size where relevant. If you are comparing order sizes, name each quantity so quotations can be prepared on a consistent basis.
Name the destination and timing
Share the country, delivery city or port, and any deadline. Distinguish a preferred arrival date from a fixed event or project deadline.
Flag documentation needs early
Tell the team which product documents your buyer or adviser requires. Confirm scope, cost and availability before making an order commitment.
Use one comparison sheet
Compare specification, unit price, sample cost, MOQ, production timing, packaging and shipping scope together. Keep a record of what each quotation includes.