Quantity questions
Quantity terms depend on the items, the forms and the quantities involved, and they are settled in the enquiry rather than read off a catalogue page. An enquiry should therefore state the quantities where they are known, part by part and form by form, and ask for the quantity terms that apply to those items to be confirmed. Where quantities are not yet known, the enquiry should say so and ask what information the supplier needs before quantity terms can be discussed.
Quantity questions should be asked together with the order facts they concern: route, form, application and system. A quantity question asked without those facts cannot be answered reliably, and an answer given without them cannot be checked against the order. The checklist pages collect quantity questions alongside the order facts, so that nothing central is left to a second message.
Timing questions
Timing depends on the items, the quantities and the destination, and it is settled in the enquiry rather than read off a catalogue page. An enquiry should state any date the items are needed by, where such a date exists, and ask for the timing that applies to the items named to be confirmed. Where no date exists, the enquiry should say so and ask what timing information the supplier can give for the items named.
Timing questions should be asked together with quantity questions, since timing often depends on quantities. An enquiry that asks for quantity terms and timing together, for the items named, will receive a more coherent answer than one that asks about them in separate messages. Put the order facts first, then the quantity and timing questions together, so that the reply can follow the same order.
Terms, payment and documents alongside
Trade terms and payment method should be asked for in the same enquiry, for the items named, alongside quantity and timing questions. Documents should be asked for in the same way: name the items, then ask what documents apply to those items. Certificates are available upon request.
An enquiry that gathers quantity, timing, terms, payment and document questions together, tied to named routes, forms and applications, gives the supplier a complete picture to answer. That completeness is worth more than speed: a short enquiry that leaves quantity or timing unstated will need a second round, while a complete enquiry can be answered directly. The checklist pages can be used as a drafting aid to make sure nothing central is missed.
What a complete quantity and timing message looks like
A complete quantity and timing message names the route, the form and the application, states the quantities where they are known, and asks for quantity terms and timing to be confirmed together for the items named. Where quantities are not yet known, it says so and asks what information the supplier needs before quantity terms can be discussed. Where a date exists by which the items are needed, it states that date and asks for the timing that applies to the items named to be confirmed.
Such a message also asks about trade terms, payment method and documents in the same enquiry, for the same items, so that the supplier can answer the commercial picture as a whole. Splitting quantity, timing, terms and documents across separate messages produces fragmented answers that are hard to check against the order.
Certificates available upon request. Please confirm the minimum order quantity in your inquiry before placing an order. Please confirm the lead time with the supplier before placing an order. Please confirm the trade terms and payment method before confirming an order.