How to Write a Sourcing Request That Gets Useful Quotes
Tell suppliers what you need with a practical product brief covering specifications, quantity, packaging, destination, and timing.
Table of contents
Make the request specific
“I need dog accessories” is a starting point, but it is not enough for a meaningful quotation. Suppliers need to know which product, material, size, quantity, and packaging you want. Separate essential requirements from preferences so they can suggest suitable alternatives.
A reference photo can help explain a shape or function. It should not replace dimensions, material requirements, or permission to use someone else’s protected design or brand.
Include these details
Cover each of the following so suppliers can quote on a comparable basis:
- Product and intended use: what it is and who will use it.
- Specifications: material, dimensions, color, performance and any relevant safety requirements.
- Quantity: initial order, quantity per variant, and possible reorder volume clearly labeled as an estimate.
- Branding: unbranded, existing supplier brand, or your own approved branding.
- Packaging: individual packaging, labels, carton requirements and sales channel.
- Destination: country, city and delivery location where known.
- Timing: desired sample date and delivery date, distinguishing targets from hard deadlines.
- Budget: target purchase price or target landed cost, with currency.
- Quote basis: request the Incoterms® rule, named place, quotation validity and exclusions.
Example request
“We are a Thai online retailer seeking adjustable nylon dog harnesses. Please quote 300 units across three sizes, with the quantity split shown in the attached specification. We require our own approved logo and individual packaging. Delivery destination: Bangkok, Thailand. Please provide MOQ per size/color, sample options, production lead time, carton dimensions and gross weight. State your payment terms, quotation validity, and Incoterms® 2020 rule with the named place. Please list branding, packaging and tooling fees separately.”
Before you submit
Check that the brief has no contradictory measurements or quantities. Say which details are still undecided. If you are testing demand, ask for available stock options alongside customized production; compare them as separate offers.