Define the evidence.
Keep the details connected.
Quality requirements belong in the sourcing brief. Agree what documentation and inspection are needed for each order before making a purchasing decision.
Requirement review
Identify manufacturer, complete ordering code, packaging, date-code range and acceptable sources.
Source & inspection scope
Confirm what source evidence is available and agree visual, dimensional or third-party testing requirements where appropriate.
Receipt & batch records
Link purchase, receipt and dispatch records. Preserve original labels and record any repacking or split quantities.
Exception handling
Document discrepancies, isolate affected material and agree investigation and resolution steps.
BUYER’S QUOTATION CHECKLIST
Make the offer comparable.
Use these checkpoints when reviewing a quotation. This is a preparation guide, not a sample order or a promise that every document is available.
| Check | What to confirm |
|---|---|
| Part identity | Manufacturer, full ordering suffix, quantity and unit of measure. |
| Condition & packaging | Agreed condition, original or repacked format, date-code range and lot restrictions. |
| Source & evidence | Acceptable supply channel, available source documents and any agreed inspection or testing. |
| Commercial terms | Unit price, currency, minimum quantities, quotation validity and payment terms. |
| Delivery | Lead time, destination, freight terms and whether partial delivery is permitted. |
| Exceptions | How discrepancies are reported and the agreed investigation or return process. |