There is a direct commercial relationship between the completeness of an enquiry and the quality of the price that comes back. This is not a courtesy issue. When a supplier cannot see the packing requirement, the destination or the delivery window, they must price the worst plausible version of each — and that margin for uncertainty is added to your number.
The eight fields
| Field | What happens without it |
|---|---|
| Product and grade | The supplier quotes a mid-range grade that may not process on your line |
| Quantity and frequency | Spot pricing rather than contract pricing; no volume consideration |
| Packing requirement | Cheapest available packing is assumed, often unsuitable for the route |
| Destination port or city | Freight is estimated high, or quoted EXW leaving you to discover the real cost |
| Required Incoterm | Offers arrive on different bases and cannot be compared |
| Delivery window | No allocation is reserved; lead time becomes whatever is convenient |
| Documentation required | Certificates are omitted and appear later as an additional cost |
| Payment terms sought | The supplier prices for their least preferred structure |
The two that buyers most often omit
Packing and documentation. Both carry real cost, both are assumed silently by the supplier, and both surface as a surprise after the price has been agreed. If you need 25 kg lined bags with a certificate of origin legalised at the destination consulate, that is a materially different offer from bulk material with a plain commercial invoice.
A complete enquiry is not paperwork. It is the difference between a price you can compare and a price you can only accept.
How we handle incomplete enquiries
We call. An enquiry missing three of the eight fields cannot be quoted honestly, and issuing a padded number would be a worse service than asking two questions. Complete enquiries receive a written, priced, term-complete offer within twenty-four working hours, with the Incoterm, validity period, lead time and documentation set stated on the face of the document.