The fastest way to get an accurate supply quote is a clear item list. Vague requests lead to follow-up questions, quotes for the wrong item, or prices that cannot be compared side by side. A few minutes of preparation can save days of back-and-forth.
This guide covers what to include for each item, the delivery and documentation details suppliers need, and the common gaps that slow quotes down.
Describe each item so it cannot be mistaken
Each line should identify exactly one item. The strongest descriptions include:
- A plain-language description, for example “combination wrench, 12-point, 10 mm”
- The manufacturer name and part number, if you need a specific product
- Key specifications: size, material, rating, color, finish or applicable standard
- Whether equivalent products are acceptable, and any brands that are not
If you only know what the item does, describe how it is used and what equipment it goes with.
State quantities with a unit of measure
A quantity without a unit is one of the most common causes of quote errors. “10 gloves” could mean ten gloves, ten pairs or ten boxes.
- Give the quantity and the unit: each, pair, box of 100, case of 12, roll or foot
- Note any minimum or maximum if budget or storage space is limited
- Separate required items from optional ones so they can be priced separately
Include delivery details
- Delivery city and facility type, such as warehouse dock, job site or office
- Receiving hours, dock or liftgate needs and any site access rules
- Whether partial shipments are acceptable
- The date the items must arrive, not just the date you plan to order
Lead times vary widely from item to item. Sharing the required delivery date up front lets a supplier flag anything that cannot arrive in time before you commit.
List documentation and packaging requirements
Many contracts require paperwork or packaging beyond a standard shipment. Include these requirements in the request so they are priced into the quote:
- Packing lists or item-level labeling
- Certificates of conformance or other supplier documentation
- Special marking, kitting or packaging
- Solicitation, RFQ or purchase order reference numbers
Common gaps that slow quotes down
- Generic descriptions such as “safety supplies” or “hardware”
- Missing units of measure
- No guidance on acceptable equivalents
- No delivery date or delivery location
- Documentation requirements shared only after the quote is issued
A simple item list format
A spreadsheet or plain text list works well. For each line, capture:
- Line number
- Description and specifications
- Manufacturer and part number, if known
- Equivalents acceptable: yes or no
- Quantity and unit of measure
- Notes
When your list is ready, paste it into the Moss Holm quote request form, one line per item, along with the delivery location and required date.