Use common terms precisely so the quotation, documents and receiving team describe the same requirement. The definitions below are a working vocabulary for an enquiry; the actual specification and contract should settle the details.
Documents and material records
Specification: the documented requirements used to assess a material. Ask which identity, tests, methods and acceptance criteria apply to the proposed supply.
Certificate of analysis (COA): a record reporting tests or results for an identified batch. Ask whether a document is illustrative or belongs to the batch allocated to the quotation. See the COA review guide.
Safety data sheet (SDS): hazard and safe-handling information. It supports workplace risk assessment; it does not replace that assessment or a batch test certificate. HSE explains its role.
Lot or batch: an identifier used to connect material and records. Copy the supplier’s identifier exactly and investigate a mismatch between the label and certificate.
Quantity and timing
RFQ: request for quotation. It describes the requirement for review; it is not itself an order or an assurance of availability.
MOQ: minimum order quantity under the proposed arrangement. Confirm units and whether it applies per material, format or order.
Lead time: a period ending at an agreed milestone. Ask whether it runs from payment, specification approval or another event, and whether it ends at dispatch or delivery.
Quotation validity: the period during which the stated offer or estimate applies, subject to its terms. Reconfirm a requirement that changes after quotation.
Shipment and decisions
Shipment responsibility: the tasks, costs and risks allocated to each party. Request the agreed delivery term and its scope in writing; do not infer insurance, import handling or unloading from a short delivery phrase.
Excursion: a departure from defined conditions. Record the event and obtain an assessment against applicable evidence rather than assuming acceptance or rejection.
Qualification: a documented decision based on the requirement and evidence reviewed. A completed checklist or submitted form is not an automatic supplier or product approval.
Prepare a complete RFQ or return to procurement resources. The wholesale enquiry collects a requirement for human review; supply and documentation availability remain subject to confirmation.