Use one line per item
Give each item a clear description and reference. Include dimensions, material and intended use where they matter. Keep similar items on separate lines when a different size or configuration is required.
Make quantities unambiguous
State whether the number refers to individual units, matched sets, packs or cases. Record the required total separately from a preferred pack size. This avoids confusing a packaging unit with the quantity needed for service.
Identify matching components
List lids, inserts and other related items alongside the main product. Include the reference and dimensions needed for a compatibility review. Similar names or appearances do not establish that components fit.
Mark acceptable alternatives
Separate required features from preferences. If a substitution is proposed, compare it against those requirements and record the decision. Keep the final accepted specification with the order schedule.
Retain references for later orders
After receiving the order, keep the confirmed references and any accepted changes. Use that record for a future inquiry, while reconfirming availability, quantity basis and commercial terms at the time.
READY TO PREPARE AN INQUIRY?
Bring together the item description, specifications, quantity, destination and any open questions.
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