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Procurement Resources
Practical guides for preparing an RFQ, comparing supplier quotations and organising delivery information. Use these checklists to make the next purchasing discussion more productive.
A coordinated approach.
A clearly defined scope.
01 / Prepare An RFQ Suppliers Can Answer.
Begin with one row per item. Use a stable item reference so questions and quotations can be matched to the original schedule. Include the item name, quantity and unit of measure, then add the details that determine suitability: grade, size, model, capacity, material or drawing reference.
State whether brands are mandatory or alternatives may be considered. If equivalents are allowed, ask suppliers to identify them explicitly and provide the relevant supporting information. Include the destination and distinguish the quotation deadline from the required delivery date.
- Keep units consistent across the item schedule
- Attach the latest datasheet or drawing revision
- Identify required certificates and inspection points
- State any partial-supply or phased-delivery preferences
- Name a contact who can answer technical questions
02 / Compare More Than The Unit Rate.
A useful comparison makes differences visible. First check that the offered products match the approved specification. Then compare quantity, packing, included accessories and availability. Record any exception rather than leaving it hidden in supplier correspondence.
Review price validity, taxes, freight, insurance, payment milestones, warranty terms and exclusions on a consistent basis. A lower total may reflect a smaller quantity, a different scope or a cost left to the buyer. Put these distinctions beside the price before seeking approval.
- Confirm the currency and units used
- Separate confirmed availability from an estimate
- Identify the exact delivery point and responsibilities
- Record supplier qualifications and exclusions
- Obtain approval for any technical substitute
03 / Plan The Receiving Stage Before Dispatch.
Tell the supplier where the goods are going and what happens when they arrive. Site access, unloading equipment, receiving hours and a named contact can affect delivery. For multiple locations, split the schedule clearly and label the destination for each line or package.
Agree the documents needed at handover and the checks your receiving team will carry out. Count, condition, model, serial numbers where relevant and accompanying documents should be recorded against the order. Raise discrepancies through the agreed process and retain the supporting record.
- Confirm receiving contact and delivery instructions
- Check access and unloading arrangements
- Prepare an item-by-item receipt record
- Define acceptance and issue-reporting responsibilities
- Keep order documents and supplier correspondence together
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