A vague inquiry usually produces a vague quote, followed by days of back-and-forth. Including the right details up front gets you an accurate price and timeline faster.
1. Product and form
Name the product and the exact form: whole or ground, wholes or splits, with stems or stemless. If you have an internal specification sheet, attach or paste it.
2. Specification
List the parameters you test for, such as moisture, purity, admixture, colour, size or count, and any limits required in your market.
3. Quantity and frequency
Give the quantity for the first order and say whether it is a one-off purchase or a regular requirement. Stating a unit (kilograms, metric tonnes or containers) avoids confusion.
4. Packaging and labelling
Say how you want the goods packed, for example bag type and net weight per bag, and whether you need private labelling or specific markings.
5. Destination and delivery term
Name the destination country and port, and your preferred Incoterm. This lets the supplier include the right freight and handling costs.
6. Documents
Tell the supplier which documents your customs authority or customers require. Commonly requested ones include a certificate of origin, a phytosanitary certificate and a certificate of analysis, but requirements vary by country and product.
7. Samples and timing
Mention if you need samples before ordering and when you need the goods to arrive.
Our quote form covers most of this: products, a quantity for each, packaging, specifications and destination, with space for anything else, such as your preferred delivery term, documents or samples.