Start with the qualified material
Identify the proposed product code or attach the requirements needed for sample selection. State whether the request is for samples, a bounded first order or repeated supply. Keep unqualified substitutes explicitly marked as alternatives rather than letting them enter a price comparison unnoticed.
Include expected quantity and packaging preferences, but ask the supplier to confirm availability. Do not infer a minimum order or delivery date from another shipment or an old catalogue entry.
Name the commercial boundary
Give the receiving country and exact location relevant to the requested delivery term. Ask the quotation to identify its term, named place, currency, validity and exclusions. Clarify who arranges the stages not included in the offer.
Separate freight and destination handling where appropriate to the agreed scope. Have the responsible logistics and import advisers verify order-specific requirements rather than assigning a universal customs treatment to every NPAM grade or destination.
Request an explicit document list
Ask for the technical sheet, current SDS, lot certificate and commercial documents required for the transaction. Distinguish product acceptance evidence from transport paperwork. If a document requires a particular issuer or format, state that requirement before the supplier confirms the order.
Check that the product description and identifiers remain consistent across the offer and the documents. Use the purchase specification for technical acceptance and the COA review for delivered-lot evidence.
Compare offers only after gaps are resolved
Create a line for every excluded charge, unresolved document and unconfirmed product substitution. Request clarification in writing. A low quoted ton price should not conceal a different grade or a delivery scope that leaves significant tasks with the buyer.
Provide the qualified consumption and actual quantity for an order-specific Xinqi quotation. Keep schedule needs as requested dates until the supplier and logistics arrangement explicitly confirm them.
Decision record for the quotation
| Decision | Evidence needed |
|---|---|
| Material | Qualified code or clearly marked trial alternative, quantity and packaging. |
| Boundary | Named location, currency, validity, included stages and exclusions. |
| Documents | Technical acceptance and transaction paperwork are separately specified and confirmed. |