Buyer education only. Examples and ranges are illustrative. Confirm specifications, evidence and destination requirements for each order.
1. Start with the product, not the category
“Basmati rice” is a category. “1121 steamed basmati in 25 kg PP bags” is something a supplier can price. The more specific the first message, the fewer rounds of questions before you receive numbers you can compare.
2. The details a sourcing desk needs
- Product, variety or grade. Use the commercial name you intend to sell under.
- Specification parameters that matter to your market, such as moisture, size, fabric weight or purity, and the test method if you have one.
- Quantity and tolerance. State whether this is a trial order or the first of a repeat programme.
- Packing and labelling: bag or carton size, material, private-label artwork and any language requirements.
- Destination country and port, so freight and documents can be quoted.
- Incoterm you want to compare on. See the Incoterm guide if you are unsure.
- Documents and certificates your market requires, where applicable.
- Payment terms you can offer.
- Shipment window: the earliest and latest dates that work.
- Samples and inspection: whether you need a pre-shipment sample or third-party inspection.
3. What you can leave open
A target price is optional, but it helps a supplier tell you early whether the requirement is realistic. If you are unsure of the right specification, say so and ask for two or three options; a supplier can often propose grades at different price points.
4. Why enquiries stall
- No destination, so freight cannot be quoted.
- No quantity, so price breaks cannot be assessed.
- A request for the “best price” without a specification.
- Branding or private-label needs mentioned late, after packing was already quoted.
5. A simple structure to copy
Product and grade: [name, variety]
Key specifications: [parameters and limits]
Quantity: [amount, tolerance, trial or repeat]
Packing and labelling: [format, branding]
Destination and Incoterm: [port, term]
Documents required: [list]
Payment terms offered: [terms]
Shipment window: [dates]
Samples or inspection: [yes/no, details]
Confirm order requirements
Rules and documents vary by product, origin, destination and shipment. Confirm the applicable requirements for the exact order before production or dispatch.
Ready to prepare a buying brief?
Share product, specification, quantity and destination for a B2B sourcing review from India.