Use this guide before requesting a proposal: it helps gather comparable source data and identify constraints early.
What to prepare
- 01
Identify the parties by their full legal names and registration details.
- 02
Describe the goods in a specification: model, material, dimensions, components, packing and labelling.
- 03
Set price, currency, payment schedule and documents required for each payment stage.
- 04
Agree the Incoterms® rule, named place, transport, insurance and customs responsibilities.
- 05
Set the sample, production control and quantity and quality acceptance process.
- 06
Define timing, warranty, claims, liability, applicable law and dispute procedure.
Common mistakes
- Paying against an invoice without an agreed specification.
- Using a generic product name without measurable parameters.
- Failing to define defect evidence and the claim period.
The exact review and work scope is defined after examining the specific task and documents.