Practical guide
How to prepare a procurement enquiry
Prepare a specification that suppliers can understand and quotations your team can compare.
Start with the required outcome
Identify the intended use, quantity and delivery destination. Explain any constraints that affect product selection or supply.
Separate mandatory criteria from preferences
List manufacturer, model or part numbers where required. State technical standards, compatibility needs and the conditions for accepting an alternative. Attach a dated specification and identify the revision.
Make the commercial basis clear
Ask suppliers to identify the delivery basis, included and excluded costs, quotation validity and payment requirements. Avoid comparing prices that cover different responsibilities.
Define acceptance and handover
Describe inspection, supporting documents and evidence required at handover. Identify who can approve technical or commercial changes.
Prepare the next step
Gather your specification, quantities, location and required dates, then send a procurement enquiry. Dates and availability require confirmation in the written proposal.
General planning guidance. Requirements vary by assignment; confirm your actual scope and any specialist requirements with the appropriate parties.
Put the guide to work
A procurement brief your supplier can price.
Use these headings in your enquiry. Complete what you know, label estimates and identify the person who can confirm any missing information.
- Requested items
- List item references, descriptions, quantities and units.
- Technical basis
- State manufacturer, model, mandatory criteria and allowed alternatives.
- Delivery requirement
- Give the final destination and required date.
- Supporting information
- List specification files, drawings and revision dates.
- Commercial questions
- Ask for currency, validity, delivery basis and exclusions.
- Approval contact
- Name the person who can resolve technical and commercial questions.
A practical example
A list of ten items with quantities is a useful start, but it needs a unit of measure and a specification for each line. If three items are still awaiting approval, mark those lines as provisional instead of mixing them with the confirmed purchase requirement.
Check for gaps before sending
Check for missing pack sizes, unclear units, undated specifications and alternatives that have not been authorised. Keep the same item references in the enquiry, supplier clarifications and purchase order so your team can trace each decision.
Before you send the brief, check that a supplier could identify the item, quantity and destination without guessing. Keep supporting files clearly named and identify the latest revision. Submit the main requirement through the quotation form and send documents separately by email.
Start a conversation
Let’s define your next requirement.
Share your scope, location and timeframe. Our team will review the details and agree the next step.