Vira Trade · Sourcing guide
A precise purchasing brief makes quotations comparable
When suppliers interpret a request differently, the lowest price is not necessarily the best offer. This checklist helps define the purchase, record open questions and compare China or UAE sourcing proposals against the same requirements.
Prepare the brief before requesting prices
Give each item a line identifier, product name, reference model, mandatory specifications and quantity. Explain the intended use in one sentence, such as equipping an organisational network or sourcing a specific model for resale. This helps identify unsuitable alternatives.
Separate mandatory conditions from preferences. Where capacity or version can vary, record the acceptable range. Where a specific version is essential, state that requirement. Accompany reference images with specifications; an image alone does not fully define an order.
Record acceptance criteria and packaging information
Specify condition, assessable quality, accessories and sample review arrangements. For digital products, include the exact model code and version alongside the brand. Clarify custom labels or packaging before comparing prices.
Package weight, dimensions, units per carton and product protection matter for transport assessment. Ask suppliers to make assumptions explicit rather than quietly substituting them for missing information.
Align the scope of every quotation
Comparable offers need to refer to similar models, quantities and conditions. State the costs included and the delivery point. Payment conditions, validity and preparation time also belong in the quotation.
If an offer omits a cost, do not assume it is cheaper. Ask for clarification and identify the amount or responsibility. Mark incomplete offers as requiring clarification so they are not treated as equivalent to complete ones.
Turn risks into answerable questions
Replace a vague good quality claim with questions about specifications, sample approval and the agreed procedure if goods differ from the brief. Replace immediate delivery with a requested preparation date and delivery point.
Record questions, the responsible respondent and follow-up status. Make decisions using completed information. An unanswered important question remains an open assessment item; do not fill it with an invented cost or date.
An example structure for a digital product line
Instead of tablet at a good price, record an order identifier, reference model, essential capacity, connectivity, condition, accessories, quantity, packaging and requested date. Add a separate column for the offered version and its differences.
The downloadable template contains the information fields and comparison questions for this process. It does not send an enquiry, quote a price or set contractual terms. Complete it with the actual requirements of your order.
Quotation comparison criteria
| Criterion | How to record it |
|---|---|
| Technical match | Matches / proposed alternative / clarification required |
| Quantity and stock | Confirmable quantity and minimum order |
| Quality and condition | Acceptance criteria, sample and condition |
| Cost | Unit price and included or excluded cost items |
| Timing and delivery | Defined preparation time and delivery point |
| Open questions | Question, responsible respondent and follow-up status |
Purchasing brief template
Complete the template with actual requirements. It downloads to your device and sends no enquiry.
Download templatePurchasing questions
What does an RFQ do?
It communicates the same detailed purchasing requirement to suppliers so their responses can be compared. This page provides a template for the information needed.
Does every order require a sample?
The appropriate assessment depends on product sensitivity, order value and assessable confidence in the specifications. Agree the need for samples and acceptance criteria for the specific order.
Where should I start?
Download the brief, complete models and quantities, and keep unconfirmed information as open questions.
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Explore the guide →Next step
Prepare your purchasing brief
Bring models, quantities and purchasing priorities into one clear enquiry.